Online Credit Card Registration for Events & Conferences

The procedures below were established in 2002 by a group of staff from the offices of Accounting, Events, Special Events, Scheduling, and Web Development in order to facilitiate smooth planning of online credit card registration for conferences and events at WPI. Questions about this procedure should be directed to Danielle Cove (dcove@wpi.edu).

Please note that at least 2 weeks notice are required once the Banner ID (step 2 below) and list of form fields (step 6) are provided to the Web Development Office staff.

Procedure

(Internal) Conference Coordinator's first point of contact should be the Events Office to plan the details of their event, if on campus.
Conference Coordinator contacts Chuck Kornik who creates the "event" in Banner and assigns a Banner ID.
Conference Coordinator then contacts Danielle Cove for approval of Web registration and on-line credit card payment option and details about how processing of on-line registrations will work.
Conference Coordinator provides Danielle Cove with Name of Conference, Banner ID, and Banner FOAPAL for credit card payment deposits. If no Banner FOAPAL exists, Danielle asks Accounting to assign a FOAPAL for the conference.
Danielle Cove sends e-mail notification of approval to Chuck Kornik, Amy Marr, Carolyn Chester, and Conference Coordinator.
Conference Coordinator contacts Web Development to provide a list of form fields and begin development of the registration form.
Conference Coordinator contacts Carolyn Chester to schedule a time to meet to review procedures for reconciling Conference Coordinator's Web registration report against actual on-line credit card payments received.
Web Development sets up the form and connects it to a test database. At this time, she will provide access to the registration data (not credit card data!) to the Conference Coordinator via a Web address. Testing will commence, by both the Web Development staff and the Conference Coordinator. During testing, Web Development will make the appropriate adjustments to the form.
Once testing has concluded, and on a date designated by the Conference Coordinator, Web Development will connect the form to the real database.
Web Development sends e-mail notification to the Conference Coordinator, Danielle Cove and Carolyn Chester when Web registration is active.
Carolyn Chester provides Conference Coordinator with a copy of daily reports of actual credit card payments received.
Conference Coordinator contacts Carolyn Chester directly with any questions or concerns regarding on-line credit card payments. NOTE: Conference Coordinator will not access or offer to access on-line credit card payment option for conference participants.
Conference Coordinator notifies Web Development and Carolyn Chester when the conference registration is closed.
Web Development removes online registration form and disconnects it from the database.

Maintained by webmaster@wpi.edu
Last modified: Feb 12, 2004, 09:44 EST