The UB Foundation (UBF) provides a wide range of financial services that support UB units, faculty, staff and students. One of these services is UBF Checkout — an e-commerce service offered by UBF.
UBF Checkout lets you use your website to collect credit card payments and e-check payments online. For example, you can use UBF Checkout to collect conference registrations and tickets.
Funds from UBF Checkout are deposited into your UBF account. Please note that you must have a UBF account — and complete the UBF Account Setup Form — before using UBF Checkout.
For access to processing credit cards through UBF Checkout, you will need to complete the UBF Checkout Setup Form.
The following information is required for the UBF Checkout Setup Form:
Once your UBF Checkout account is established with UB Foundation, you may process credit cards. The purchaser’s credit card is charged immediately. The funds will automatically be credited to a UBF account. Please note the charge transaction is in the name of UBF Activities Online on a card holder’s credit card statement.
On the login screen, enter your UBITName and password. The UBF Checkout Manual Payments screen appears.
*This is the registrant’s information. If the registrant is the same as the card holder, all of this information prepopulates on the next screen. If the registrant is not, the card holder's information can be completed on the next screen.
If your card is not processed, an error displays at the top of the screen. If your card is approved, an invoice appears thanking you for your payment.
To process another transaction, click on Process Another Transaction.
If you are finished, exit.
Black out all but the last four digits of the card number after processing. In compliance with credit card company regulations, you must retain your credit card information in a secured location for a minimum of 18 months from the date the transaction is processed. After which time it can be shredded.
Contact Leslie Schug at UBF to void a same day transaction or refund a previously processed payment. Please provide your confirmation receipt information. Include the transaction date, customer name, invoice number, refund amount and a brief reason for the refund. Typically, an online refund is processed the same day and debits the UBF account on the following day. However, the actual refund takes 5-10 business days to credit the card holder’s account (card holders can contact the bank that handles the account).
An email confirmation is automatically sent to the individual processing the credit card. For a report of transactions processed, log into UBFirst. Be sure to use your correct UBITName. Only transactions processed by the user are displayed.