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Policies and Procedures

Procedure 308.4 – Disposal of Point-of-Sale Terminals

July 1, 2006
Last Updated
November 18, 2015
Last Reviewed
November 18, 2015
Responsible University Officer
Executive Director and Information Security Officer
Information Technology Services
University Controller
Responsible Unit
Accounting Services

Procedure Statement

This procedure explains how to securely dispose of point-of-sale terminals and related equipment.

Forms and Instructions

Once a point-of-sale terminal, pin pad or printer is ready to be disposed (i.e., due to replacement of equipment or deactivation of merchant account) please follow the steps below:

1. Deactivate an Merchant Identification (MID):
Merchants must formally request deactivation by sending a formal request to the Accounting Services, Attention: Merchant Card Accountant, or by emailing The letter must include a written request including the merchant name, merchant number and reason for the deactivation. The Dean, Director or Department Head will need to sign the request. The Merchant Card Accountant will then forward it to the Office of the State Controller.

2. Take the terminal to Surplus Property:
1065 Facilities Drive
Chapel Hill, NC 27599-1070

3. Observe the terminal being shredded

4. Obtain a receipt from Surplus Property

5. Forward the receipt to Merchant Card Accounting.

Related Data

SunTrust Merchant Services (STMS) Point-of-Sale (POS) Help Desk - (800) 654-8819


November 18, 2015: Added new instructions on disposal.
July 15, 2011