Completing Mail and
Note for MVMA members who
participate in our credit card processing program: You cannot
accept Card Not Present transactions unless Global Payments has
agreed to process these for you and such provision is contained
in your Global Payments merchant agreement.
It is often convenient for both you and your clients to complete
a credit card order by phone or mail rather than at your
practice’s physical location. However, there are precautions you
should take to guard against data compromise when handling these
“card not present” transactions. Since a visual identification
cannot be made for cardholders requesting mail or phone
transactions, some personal information must be obtained to
receive authorization from your credit card processor.
Two security tools are available to
assist you in the detection and prevention of fraudulent
activity – verification of cardholder billing address (AVS) and
authentication that the client has the card in their possession
Address Verification Service (AVS)
is an automated program that allows a practice to check a
cardholder’s billing address as part of the electronic
authorization process. Fraudsters often do not know the correct
billing address for the cards they are using, thereby yielding a
clue that the transaction may not be valid.
Card authentication is a three-digit
code number imprinted on the signature panel of cards to help
authenticate that the client has a genuine card in their
Follow the instructions below when
completing mail and telephone orders:
1. Obtain the cardholder’s name, card account number and
expiration date and record these on your sales draft. You must
also obtain the cardholder’s billing address and zip code. (You
may need to provide this information when you request
2. Request the three-digit card authentication number
(CVV2/CVC2/CID) from the signature panel (or the four-digit
number if approved for American Express CID participation) Note:
Retention of this authentication number is strictly prohibited.
However, you may record and retain the one-character result
3. Fill in a brief description of the goods sold and show the
amount of the sale in the space marked “Total.”
4. Write TO (telephone order) or MO (mail order) on the
signature line of the sales draft.
5. Enter transaction information into terminal or PC. Refer to
your processor’s reference guide for instructions on manually
entering sales transactions.
6. Provide a copy of the sales draft to the cardholder, either
with the cardholder order (if being shipped to the cardholder)
or separately (i.e., if purchase is a gift). The transaction
date is the date goods were shipped to the cardholder.
Electronically printed sales receipts provided to the cardholder
should truncate or mask the account number and the expiration
An authorization for a phone order, mail order, fax, or Internet
transaction does not guarantee against chargebacks. Please ship
only to the address verified as the cardholder’s. Shipment to a
different address jeopardizes your protection from chargebacks.
You may verify the billing address of the cardholder with the
Authorization Center or the cardholder’s bank.
If you have any questions about
completing mail and telephone orders, please call MVMA’s credit
card processing experts Michele Coons or Nicholl Bautochka of
RCSC at (800) 442-3589.