Square Card Reader for Girl Scouts – Instructions / FAQ
- June 2, 2024
- Square
Table of Contents
Square Card Reader for Girl Scouts Instructions
What is Square?
The Square mobile card reader (Square) is a service that allows your troop/IRG
to accept credit cards from a smartphone or tablet. The service Square
provides is user friendly and will allow Girl Scouts to accept mobile
payments.
What are the user requirements for Square?
- Troop must have a council-approved troop bank account (IRGs—please contact PPD)
- Troop and adult Girl Scouts must be in good financial standing with GSSWT
- Compatible mobile phone or tablet device
- Completed and signed Square Credit Card Reader Agreement on file with GSSWT
What devices are compatible with Square?
Square reader is compatible with iPhone, iPad, and most Android devices.
What card brands and card types is Square able to accept?
Square accepts Visa, MasterCard, American Express, and Discover.
Are troops required to use Square?
No. Utilizing Square is optional. Troops considering the use of a card reader
must decide if it will be beneficial to the girls’ goals, or whether the fees
will present a hardship. Fees are entirely the responsibility of the troop,
and no additional cost may be passed on to the customer. In general –
organizations that accept credit cards see an increase in sales; the increase
in sales could offset processing fees. If your troop does not want to incur
any processing fees by using Square they can still use the Digital Cookie
Mobile App (GSUSA) to process any mobile transactions. If your troop elects to
use Square, any data charges incurred will not be the responsibility of GSSWT.
Where can a troop receive a free Square?
Troops may visit
http://squ.re/gsswtx
Will GSSWT pay for an upgraded Chip Reader?
No. If your troop would like to use the Square Contactless and Chip Reader
they may do so, but the troop must assume the $49 fee for the upgraded chip
reader. To order, access your troops Square Dashboard and on the left hand
tree view scroll to the bottom and select “Order a Reader.” The prompt screen
will then give the TCM an option to either order a Square or purchase the
Square Contactless and Chip Reader. IRGs will not be able to upgrade.
What if my troop needs an additional Square?
If your troop requests additional readers, your TCM can order them directly
from the Square Dashboard. There are no fees associated for ordering
additional Squares. However, GSSWT encourages your troop to order
conservatively as to avoid any
future charges for equipment. Squares will be shipped to the Troop Cookie
Manager and arrive within 7-10 days after the order is placed. Follow the
directions below to obtain additional Squares. IRGs will not be able to order
additional readers.
- Sign in to Account & Settings in your online Square Dashboard and click “Card Reader” in the lower-left corner
- Add your shipping address > click “Send me a free reader.”
What fees should be anticipated using Square?
Upon signup, troops are automatically enrolled in standard pricing. Every card
is accepted at the same rate, and fees are taken out of the total amount of
each transaction. Your Square account must be linked only to your council-
approved troop bank account – NOT a personal bank account.
- 2.75% for swiped card transactions
- 3.5% + 15 cents for manually entered transactions (keying in the credit card number)
- The standard processing fee of 2.75% goes into effect after your first $1000 of cookie sales have been met.*
DO NOT manually key in transactions – higher percentage of 3.5% and 15 cents is charged.
For details about Square’s processing fees, visit squareup.com/pricing. *Free processing is only available to first time Square users.
What is fee free processing?
Any NEW to square troop will receive reimbursements on processing fees up to
$1,000 in cookie sales over the next 365 days. After each payment, Square will
automatically credit your Square balance for the transaction fee until the
$1,000 in free processing fees has been met. TCM’s will receive deposit
notification emails from Square that will include a running balance of your
remaining free processing.
What happens after a troop processes $1,000 worth of cookie sales?
Your troop will be automatically charged the usual per-transaction fee going
forward.
Can troops apply a surcharge to Square sales?
NO. GSSWT absolutely prohibits troops to impose a surcharge, processing fee or
sales tax to customers!
How do troops process declined credit card transactions?
Politely ask the customer if they have another form of payment they would like
to use. Advise them that Square is not accepting their card at the moment.
Are troops able to process a refund to a customer?
No. It is important to ask the customer to verify the sales transaction amount
BEFORE the transaction is complete. Once a Square transaction is complete is
cannot be voided or cancelled.
Does Square store customer card information?
No. Card information is encrypted at the moment of swipe. Square never stores
data on your device after a payment has been processed.
What are device codes?
Parents and Girl Scouts can log in to the Square app using device codes
without having to enter an email address or password. Codes cannot be used to
access your online Square Dashboard or account settings. Your TCM can create
and manage devices anytime from their dashboard. IRGs will be provided with a
device code when receiving a reader from the Product Program dept.
Can a device code be reset?
Yes. If not used within 48 hours, a device code will expire and your TCM will
need to reset it. If the device code expires or your device is misplaced or
stolen, your TCM will need to reset it.
Can multiple devices with readers be used during the cookie program for a
troop?
Yes. The troop account is not tied to a specific mobile device; TCM will
provide each device its own unique device code.
The troop is having an issue with Internet connection, can they still swipe
payments?
No. If your troop does take an offline payment, your troop will be responsible
for any expired, declined, or disputed payments accepted while offline. Before
swiping a card offline, we recommend you verify the name of the cardholder as
well as the expiration date to ensure it’s a valid card. If a payment card is
declined, Square is unable to provide buyer contact information. GSSWT will
not reimburse or offer recourse for loss due to troops processing offline
sales transactions.
Is there a required cookie package minimum to use Square?
GSSWT is not requiring a cookie package minimum per transaction. Be mindful
that each package of cookies sold via Square will incur an 11 cent processing
fee.
Are individually registered girls (IRGs) able to use Square?
Yes. IRGs may request to use a Square reader by contacting the Product Program
dept. The IRG TCM will need to complete an Agreement and will be provided with
a reader. Please contact us at cookies@girlscouts-swtx.org for more information.
When will my troop receive their funds from the cookie program?
Square works the same way any credit card processing system does; your
customer gives you a credit card and you swipe the card. If the sale is
authorized, the funds are transmitted electronically from your customer’s bank
to the processing company (Square), which then issues payment to your troop
bank account. Payments will be deposited in your troop account within 24-48
hours after the sale is complete.
Are troops able to use Square to take payments for troop activities after
the cookie program?
Yes. Troops can use Square to collect troop dues and other troop-associated
activity fees throughout the year. Troops are NOT to pass any processing fees
to girls/parents. If troops elect to use Square as a money-collecting tool,
the troop MUST incur those fees and the troop is responsible for any use fees
associated with using Square.
How do troops handle payment disputes?
When a buyer disputes a payment, their card issuer contacts Square to get more
information about the sale. Square will then reach out to your TCM to request
any supporting evidence your troop may have to assist Square in challenging
the dispute. This process is completely free – Square does not charge your
troop for receiving the dispute or for assisting in helping your troop each
step of the way. If your troop dispute meets the eligibility requirements for
Square Chargeback Protection, your TCM will not be held liable for the
disputed funds, regardless of the bank’s final decision.
What is chargeback protection?
Square Chargeback Protection is available for free to all troops using Square.
If a troop receives a chargeback when selling with Square and Square
determines that your troop followed best practices, Square will cover up to
$250 in eligible chargebacks each month. If your troops chargeback is covered
your troop will not be liable for the chargeback amount, regardless of the
outcome. Once a final resolution is made Square will notify your TCM via email
for your troop records.
Does Square charge inactivity or maintenance fees?
No! There are no hidden fees! There are no fees for:
- Early termination
- Interchange
- Chargebacks
- Refunds
- Account inactivity
- PCI compliance
How do I contact Square support?
Square provides live customer service by phone for all existing customers,
plus email, and Twitter support for those who prefer to send a message. Sign
in to your Square dashboard and on the left hand tree view scroll to the
bottom of the page and click on “Support Center.” A pop up window will
populate for the “Square Support Center” – scroll to the bottom of the page
and click on the “Contact Support” link. Choose the “Other” topic twice and
click on “Call Support.” This will generate your customer code along with the
toll-free number. Signing in allows Square to help you more effectively.
Square is available to help you by phone Monday through Friday, 8 a.m. to 8
p.m. Central Time by calling e (855)700-6000 and entering your customer code .
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