Clover Credit Card Readers for Student Organizations

Clover Flex card readers may be borrowed by Campus Organizations to accept in-person payments by credit card. 

Overview

  • Because there are a limited number of devices to be shared by all organizations, the Clover Flex may be borrowed for no more than 3 business days, and scheduled check out and return times must be adhered to.
  • The Clover machine is used to accept in person payments by credit card
  • The funds collected by the Clover will be transferred to your Campus Organization account by the COA staff after you return the device
  • To make the limited devices available for the most organizations possible, a single organization cannot reserve a device more than once in a two week period.

Initiating the Request

The treasurer will:

  • Log to Workday
  • Access Create Request though either the Requests application icon on the Global Navigation menu (red arrow below), or by searching for the task “create request” in the search bar.
Navigate to "Create Request" in Workday by typing create request in the search bar

  

  • Select COA Clover Flex Machine in the list of requests, or type “clover flex” in the Request Type
Select "COA Clover Flex Machine" as the request type.

 

The request form will appear. All fields are required. A list of the fields with detailed descriptions of what to put in each is below:

  • Describe the Request: Please add a short description of the reason the request is needed(Collecting [dues/admissions/payments] for [club name] on[date/date range])
  • Overview of Payment Card Security Procedures: Review the policies
  • COA Rental Policy and Terms: Review the policies
  • Student Organization Name: Write in your organization name with no abbreviations
  • Student Org Program Worktag: Write in your organization Program Worktag in the format “PGXXXXXX”
  • Date the device will be picked up: Use the calendar to identify a date in the future
  • Time the device will be picked up: Select a time from the list
  • Date the device will be returned: Use the calendar to identify the date the device will be returned
  • Time the device will be returned: Select a time from the list
  • Describe Your Event: Please describe what your organization is selling, and the event tied to the sale
  • Please list all locations where the Clover will be used: Please list all on and off campus locations where you will be using the machine so we can best advise you for your sale
  • Date the Event Begins: Use the calendar to identify the date your event or sale begins
  • Treasurer email and phone number: Please list both the email and phone number of the requestor
  • Name of Advisor: Write in the name of the organization advisor who should approve this request if needed. If you have more than one advisor, please only write in one name, as only one advisor will approve the request.

 

Request Routing and Approvals:

Once submitted, the request will route to:

  • The COA student accountants, who will review the form for completeness and accuracy, and verify that a Clover device is available
  • The organization advisor who will approve the request
  • COA manager for final approval and to close the request
  • The treasurer will receive notification when the request is fully approved. The notification will include information from the request about the approved check out and return times.
An example of the Workday notification that will be sent by Workday once the request is fully approved.

 

You may check the status of your request at any time by using the ISU My Requests report in Workday, or by reviewing recent submissions in the Archive portion of your Workday inbox:

In the Workday inbox, a user can utilize the Archive feature to review recently submitted requests.

If your request is sent back for correction or adjustment, you will receive Workday notification, and will be able to see comments and make corrections before resubmitting through your Workday inbox.  Any request or transaction that needs correction will be available through the inbox, and will have send back comments at the bottom of the form.

The inbox information from a user's Workday homepage, showing that a Clover Flex Request is in their inbox.

 

Once approved, you will pick up the reserved device from the COA Office at the time you selected in the request. We provide an overview of how to use the machine if needed. 

 

Upon return of the device, the sale is closed by COA staff, and you can anticipate that the revenue from that sale will be transferred to your on-campus account, which can be reviewed in ISU Transaction Detail.