Overview
This article explains how to accept card payments securely when you process payments with Fiserv. It outlines recommended handling, prohibited activities, and compliance considerations based on Fiserv, card-network, and PCI DSS requirements to help reduce fraud, prevent chargebacks, and protect your merchant account.
Use this article as a reference when you process payments, issue refunds, or troubleshoot payment issues.
Things to know
Card-network and Fiserv rules are enforced to prevent fraud and money laundering.
Noncompliance can result in chargebacks, account reviews, suspension, or termination.
You are responsible for following PCI DSS requirements whenever you store, process, or transmit cardholder data.
Your payment activity must align with the business model and industry approved in your Fiserv merchant agreement.
Requirements
Before you process card payments with Fiserv, confirm that you have:
An active Fiserv merchant account
Fiserv-approved terminals, gateways, or payment solutions configured for your account
PCI DSS compliance, including secure systems and restricted access to card data
Documented internal controls that define who can:
Process payments
Issue refunds
Access card or transaction data
Processing card payments securely
Use the following guidance whenever you accept card payments.
Verify the cardholder’s identity
Apply this guidance to both in-person and card-not-present payments.
Whenever possible, confirm that the customer’s:
Name matches the card
Billing address matches the card’s billing address
Contact information appears valid and consistent
Always collect the CVV when adding a card. This helps prove the card was provided by the cardholder and significantly reduces fraud and chargeback risk.
Process payments only for legitimate goods and services
Process only those transactions that represent real payments tied to your approved business model and industry.
Do not process transactions such as:
Personal transfers
Cash advances
Debt-settlement activity
Transactions unrelated to the products or services you were approved to sell
If you’re unsure whether a transaction is allowed, review your Fiserv merchant agreement or contact Fiserv support.
Maintain accurate transaction records
Keep clear documentation for all transactions, including:
Receipts
Invoices
Contracts
Signatures
Digital logs (such as system audit trails)
Adding short clarifying notes near signature lines, such as service terms or cancellation policies, can help you resolve disputes and support your case in chargebacks, audits, or reviews.
Issue refunds correctly
When you issue refunds, follow these guidelines:
Don’t issue a refund until the original payment has settled.
Always refund the payment to the original card used.
Don’t refund to cash, ACH, or a different card.
When the original payment hasn’t settled and your terminal or gateway supports it, use a void instead of a refund.
Important:
Refunding to a different payment method increases fraud and compliance risk.
PCI compliance and security
Keep your systems PCI compliant and secure
To meet PCI DSS requirements when you process card payments with Fiserv:
Use secure, Fiserv-approved terminals and software
Maintain required PCI documentation
Update passwords regularly
Restrict access to cardholder data to only those roles that need it.
Never store card data in:
Notebooks
Spreadsheets
Emails
Screenshots
Caution:
Storing card data outside approved systems is a PCI violation and a major data-breach risk.
Monitor and report suspicious activity
Watch for signs of unusual or risky activity, including:
Unusual transaction volume
Repeated declines
Mismatched customer details
If you notice suspicious activity, escalate it immediately. Fiserv can assist with investigations and next steps. Learn more in the Support and escalation section.
Prohibited payment activities
The following activities are not permitted when processing with Fiserv.
Do not process payments to yourself
Don’t accept cards that:
Belong to the business owner or their relatives
Are issued in the same business name
Are used to generate cash flow or “move money around”
Caution:
This behavior may be flagged as money laundering or illegal cash-advance activity.
Do not split transactions to force approval
Avoid breaking one sale into multiple authorizations to bypass limits or declines. This:
Violates card-network rules
Can trigger fraud alerts
May lead to account suspension or termination
Do not process outside your approved business model
You can only use your Fiserv account for your own business’s approved products or services. Processing payments for another business or individual is not permitted.
Do not accept suspicious cards
Don’t process a transaction if you suspect the card is stolen or altered. Warning signs include:
Mismatched identification
High-pressure or rushed behavior
Unusual or inconsistent transaction amounts
Do not run test charges
Do not “run a card to see if it works.” Test charges or zero-dollar authorizations outside approved flows may be flagged as fraud probing.
Do not manually key cards when chip or tap is available
For in-person transactions, avoid hand-keyed card entries. Manually keyed transactions carry:
Higher fraud risk
Higher dispute liability
Always use chip (EMV) or contactless first when those options are available.
Frequently asked questions
What types of cards can I accept with Fiserv?
You can accept all major card brands supported under your merchant agreement, such as Visa, Mastercard, Discover, debit cards, and credit cards, based on the services you’ve activated. For more information, visit the Fiserv Payments Acceptance Guide.
Do I need specific equipment or software?
Yes. You must use Fiserv-approved terminals, gateways, or payment solutions configured for your account. Non-certified devices may result in declined transactions or compliance issues. For more information, visit the Fiserv Payments Acceptance Guide.
How do I know my terminal or gateway is configured correctly?
If EMV (chip), contactless, address verification, and transactions are successfully authorizing, your setup is likely correct. Contact support if you are unsure. For more information, visit the Fiserv Merchant Guides & Other Resources.
How should I handle in-person card transactions?
When you process in-person card payments:
Present the correct amount to the customer.
Use chip (EMV) first.
Use contactless when available and appropriate.
Swipe only if chip and tap both fail.
Capture a PIN or signature when the terminal prompts you.
When should I use chip, swipe, or contactless?
Use chip (EMV) first
Use contactless when available
Swipe only if chip and tap fail
For more information on these points, visit the Fiserv Merchant Service Guides & Other Resources.
How do I process card-not-present transactions securely?
For card-not-present payments (such as phone orders):
Collect all required information:
Card number
Expiration date
CVV
Billing address
Use a secure gateway with fraud tools such as AVS and CVV verification.
For more information, visit the Fiserv Agreement & Guides resource.
What should I do if a transaction is declined?
Review the decline reason and ask the customer to try another payment method if needed. Do not repeatedly attempt the same card.
For more information, visit the Fiserv Payments Acceptance Guide.
What security standards must I follow?
You must comply with PCI DSS whenever you store, process, or transmit cardholder data. Non-compliance can result in fines or loss of processing privileges. For more information on these standards, visit the Payment Card Industry Data Security Standard Wikipedia page.
How does Fiserv protect card data?
Fiserv provides secure terminals, encryption, and tokenization. You are responsible for keeping your systems updated and secure.
For more information, visit the Fiserv Merchant Service Guides & Other Resources.
What should I do if I suspect a data breach?
If you suspect a data breach:
Contact Fiserv support immediately.
Follow your internal incident-response procedures.
For more information, visit the Fiserv Payments Acceptance Guide.
How do I issue a refund?
Process refunds through your terminal or gateway to the original card. You may use voids before settlement.
For more information, visit the Fiserv Merchant Service Guides & Other Resources.
What causes chargebacks?
Common causes include fraud, non-receipt of goods, or misunderstandings. Accurate records and clear customer communication help prevent them.
For more information, visit the Fiserv Merchant Guide to Chargebacks and Disputes.
Why do some transactions show as pending?
Pending transactions indicate an authorization has occurred but settlement has not yet completed.
For more information, visit the Fiserv Payments Acceptance Guide.
Support and escalation
Use these guidelines to decide who to contact:
Fiserv handles merchant-account and settlement questions
Aspire Payments Support helps with Aspire payment configuration and decline handling.
Fiserv support
Create a support ticket with Fiserv through the CoPilot portal for:
Velocity limit increase requests
Rate reviews or adjustments
Batch or settlement questions
Contract-related inquiries
Payments support
Create a Care ticket to contact Payments Support for:
Questions about declines
Aspire payment preferences
Payment removals from invoices