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This part of Your Payments Acceptance Guide reviews essential elements of a transaction, including authorizations, issuing refunds and exchanges, and handling special transactions like recurring payments. You'll also find information about chargebacks and processes to put in place to avoid chargebacks Feel free to contact Customer Service with any questions that arise as you review this information 9. Authorizations General • You must obtain an authorization approval code from us for all transactions . A positive authorization response remains valid for the timeframe set out in section 19 • An authorization approval code only indicates the availability of funds on an account at the time the authorization is requested It does not indicate that the person presenting the card is the rightful cardholder, nor is it a promise or guarantee that you will not be subject to a chargeback or adjustment. . You must not attempt to obtain an authorization approval code from anyone other than us. unless we have authorized you to use a third party authorization system as set out in section 9 An authorization approval code from any other source may not be valid • If you use Address Verification Services (AVS), you must review the AVS response separately from the authorization response and make your own decision about whether to accept the transaction A transaction may receive an authorization approval code from the card issuing bank even if AVS is unavailable or reflects that the address provided to you does not match the billing address on file at the card issuing bank • If you receive a referral response to an attempted authorization. for American Express transactions you must not —submit the transaction without calling for and receiving a voice authorization, and —attempt another authorization on the same card through your POS device • You must not attempt to obtain multiple authorizations for a single transaction If a sale is declined, do not take alternative measures with the same card to obtain an approval of the sale from other authorization sources Instead request another form of payment • If you fail to obtain an authorization approval code or if you submit a card transaction after receiving a decline (even if a subsequent authorization attempt results in an authorization approval code). your transaction may result in a chargeback and it may be assessed fines or fees by the payments organizations for which you will be responsible Fees currently range from 525 to $150 per transaction • You will be charged for a request for an authorization approval code (where applicable), whether or not the transaction is approved • For card present transactions, it is highly recommended that you use your electronic authorization device to swipe (magnetic stripe), tap/wave (contactless) or insert (chip) cards Card Not Present transactions It is highly recommended that you obtain the three digit card verification code on the back of the card (or the four digit verification code on the front of American Express cards) and that you include this code with each card not present authorization request unless the transaction is a recurring transaction For recurring transactions, submit the card verification code only with the first authorization request and not with subsequent authorization requests For American Express Card Not Present transactions, please also refer to Appendix 2 For Discover Network Card Not Present transactions please also refer to Appendix 3 PayPal and Alipay do not allow Card Not Present transactions Authorization via telephone (other than terminal/electronic device users) • You must call your designated Voice Authorization Toll Free Number and enter the authorization information into the VRU using a touch tone phone or hold for an authorization representative • If the Voice Authorization Center asks you to obtain identification from the cardholder before issuing an approval code, you must clearly write the appropriate identification source and numbers in the space provided on the sales draft • If the Voice Authorization Center asks you to confiscate a card, do not take any action that will alarm or embarrass the card presenter, and send the card to Rewards Department P 0 Box 5019.. Hagerstown, MD 21740 You may be pad a reward for the return of the card • If the sale return of the card is declined. please remember that our operators are only relaying a message from the card issuing bank The fact that a sale has been declined must not be interpreted as a reflection of the cardholder's creditworthiness You must instruct the cardholder to call the card issuing bank Authorization via electronic devices • If you use an electronic terminal to obtain authorization approval codes, you must obtain the authorization approval codes for all sales through this equipment • If your terminal malfunctions, please refer to your Quick Reference Guide or call the POS Help Desk Please remember to check your terminal CardCo2305 A TRUE COPY CERTIFICATION ON LAST PAGE J.R. SMITH, CLERK periodically because most terminal problems are temporary in nature and are quickly corrected • If a terminal is moved or if wires are disconnected, causing malfunction, call the POS Help Desk immediately and follow their instructions You may be responsible for any service charges incurred for reactivation of the terminal • Until the terminal becomes operable, you must call your designated Voice Authorization Toll Free Number and enter authorization information into the VRU using a touchtone phone During this time, each transaction must be imprinted using a manual Imprinter machine Third party authorization systems If you have contracted to use one of our authorization services, you must not use another third party authorization system without notifying Customer Service. Otherwise. we will be unable to successfully research and defend any authorization related chargebacks on your behalf. This delay will significantly decrease your time to research and provide proof of authorization, thus reducing your opportunity to reverse a chargeback If you use another authorization network • you will be responsible for the downgrade of any transactions to a higher cost interchange that result from any mismatch of information to our systems and those of third party authorization networks • liability resulting from discrepancies with that network must be resolved between you and that network We will not research chargebacks resulting from authorization approval codes obtained from another authorization service organization Such chargebacks will be passed through to you for resolution If an authorization provided by a third party authorization system is challenged in a chargeback: you must obtain proof (for example. third party authorization logs) from the authorization source and submit it to us within the time frame specified on the chargeback documentation Call the following for other card types, each of which is available 24 hours/day, 7 days/week' American Express Direct 1-800-528-2121 JCB, International 1-800-522-9345 (For YEN and CAD currency only) Te leC hec k 1-800-366-5010 Voyager 1-800-987-6589 WEX 1-800-842-0071 You must enter manually all approved sales that have been authorized in this manner as 'post authorization' transactions into the terminal, once the terminal becomes operational. You must enter all credit transactions into the terminal for data capture If you receive a referral and subsequently receive an approval, you may be subject to a chargeback You must imprint the card using a manual imprinter machine to reduce the risk of such a chargeback For specific procedures on electronic data capture, refer to the Terminal Operating Instructions/Users Guide If the terminal malfunctions for more than 24 hours, contact Customer Service for further instructions on processing your transactions Automated dispensing machines You must produce records for all transactions originating with automated dispensing machines or limited amount terminals. Such records must include the last four digits of the cardholder account number. merchant's name. terminal location, transaction date. identification of transaction currency, transaction type (purchase). authorization code and amount For Discover Network transactions. please refer to Appendix 3 for instructions on how to cancel an authorization For PayPal transactions please refer to Appendix 4 instructions on how to cancel an authorization Partial authorization and authorization reversal Partial authorization provides an alternative to a declined transaction by permitting a card issuing bank to return an authorization approval for a partial amount This amount is less than the transaction amount requested because the available card balance is not sufficient to approve the transaction in full The cardholder is able to use the funds remaining on the card to pay for a portion of the purchase and select another form of payment (in other words, another payment card, cash, check) for the remaining balance of the transaction • for Mastercard transactions partial authorization is optional for batch authorized e- commerce transactions, mail order, telephone order transactions and recurring payment transactions • for Discover transactions partial authorization support is optional for Card Not Present transactions If you support partial authorizations, a partial authorization indicator must be included in each authorization request You must submit an authorization reversal if the authorization is no longer needed, a partial amount of the total authorized is submitted for the settled transaction, or the cardholder elects not to complete the purchase The transaction sent for settlement must be no more than the amount approved in the partial authorization response If you wish to support partial authorization functionality, you must contact Customer Service for additional rules and requirements r Special Types Payment by installments If a cardholder makes a deposit toward the full amount of the sale price and pays the balance on delivery please follow the procedures set out in this section 10