What You Need to Know
Multiple entities are responsible for the complete end-to-end processing of your card transactions. Your pricing reflects fees earned by each of the parties to enable the most secure, efficient transactions possible.
To help you understand how payment processing works, minimize your card acceptance costs and keep customer card data secure, we’ve included some important basic information you should know.
When performing a payment transaction, you must request authorization from the issuer to accept a card for payment. It helps determine if the card number is valid; the card hasn’t been lost or stolen; and there are sufficient funds to cover the transaction. An authorization code does not guarantee that a transaction will not be disputed later.
An authorization request is made either through the POS device or by calling the Voice Authorization Center at the number on your POS device. When you process a card, you may get one of several authorization responses: approval; decline (ask for alternate payment form); referral or card auth (call the Voice Authorization Center); and decline pick-up (do not return the card).
A group of transactions is called a batch, and the process for sending these transactions to us is called settlement. When you settle a batch, you send all of your card transactions to the servicer for payment. Transaction information goes through clearing networks to the corresponding issuer so they can charge the cardholder. Then funds for the transaction are deposited into your settlement or DDA account. During settlement, you are paid and cardholders are billed for previously-approved transactions.
It’s important that you settle your transactions each and every day to obtain the most favorable pricing. You will not be funded for transactions until they have been settled. Note that higher rates could apply to transactions not settled the same day. To settle the daily batch:
- Total the day’s transaction receipts and credit transaction receipts.
- Verify that the transaction receipts equal the POS device totals.
- Close the Batch according to the instructions for your POS device.
The cost of accepting card payments is driven primarily by interchange. When you settle your transactions each day, Elavon's network routes them to the respective card associations (like Visa®, MasterCard®, Discover® Network, JCB and UnionPay) and debit networks (like Interac) through interchange. Card associations and debit networks establish the rules and manage the interchange of all transactions, for which they charge fees to offset their costs. Interchange fees are paid at the time the transaction is exchanged.
Although interchange fees are applied to all credit card processors equally, they fluctuate in amount based on a variety of factors. Card associations quote the lowest rate for a transaction, assuming that a number of requirements (which vary according to the card type, the type of business accepting the card payment, and the transaction channel) are met. Transactions that meet all of the requirements for your industry are charged the “qualified rate.” If one or more of these requirements are not met, the transaction is categorized at a more expensive interchange level, known as a “downgrade.”
Some common causes of downgrades include manually entering or requesting voice authorization for a significant number of transactions rather than use a POS device; or you routinely settle transactions more than 24 hours after they are authorized.
A chargeback is a transaction disputed by the cardholder or card issuer. Businesses must be able to provide proof that the disputed transaction is valid and in accordance with Visa/MasterCard regulations or risk having their account debited for the disputed amount.
If you receive a chargeback, we will debit your DDA for the amount of the transaction, including any applicable currency fluctuations, and send you a chargeback notice. This notice includes the details of the transaction as well as specific instructions on how to respond. A business receiving a chargeback notice must provide proof that the transaction is valid and satisfactory to the rules/regulations of Visa/MasterCard to get money back. Receiving a chargeback notice can also mean extra processing time and cost to you, a narrower profit margin, and possibly a loss of revenue. That’s why it’s important to carefully track and manage the chargebacks that you receive, avoid future chargebacks, and know your representment rights.
After being notified by a cardholder about a disputed transaction, the cardholder's issuing bank may order a copy of that particular sales draft through us to determine what occurred at the point of sale. This is called a copy request or retrieval. A retrieval request most often occurs when a cardholder loses their copy of the transaction receipt, does not remember the transaction or questions the transaction for any reason.