Survey for Transact Changes Related to Ascend

UCLA's main cashier's office, Payment Solutions & Compliance (PSC), will be making updates to the campus cashiering database, Transact. These changes will be required due to the financial system changes that are expected to occur as part of the Ascend 2.0 project.

To prepare for these updates, PSC released a survey to CAOs and CFOs requesting additional information about the departments under their purview that currently use the Transact system.

Do I need to complete this Survey?

PSC created a spreadsheet to identify which CAOs and CFOS are missing Transact information and must complete the Transact Survey.

Search for your name in the Department Outreach Reference Spreadsheet. If you do not find your name, your participation is not required at this time.
If you find your name, review the departments under your purview and identify the missing information type. More information about the types of missing information can be found below.
Using the unique link in your email message, complete the Transact Survey to provide your department(s) missing information to PSC by Monday, April 1, 2024.

Tip: You can view the Spreadsheet Instructional Video for a demonstration of these steps.

Missing Information Types

As a result of the Ascend 2.0 Initiative, "departments" will become "financial units." Because the Transact system uses "departments," this data point needs to be mapped to the future state "financial units."

PSC has successfully completed department to financial unit mapping for most departments. However, some departments require clarification because:

they are mapping to multiple financial units or,
they lack a financial unit.

You'll be asked to confirm what your future financial unit will be in order to ensure accurate alignment in Transact.

As a result of the Ascend 2.0 Initiative, "FAUs" will become "Chart of Accounts" or "COAs." Because the Transact system uses "FAUs" this data point needs to be mapped to the future state "COAs. "

PSC has successfully completed FAU to COA mapping for most departments. However, some units require clarification for item codes. You'll be asked to confirm if your department item codes are:

Needed in a future state.
If so, provide what the future item code COA will be.

What is an item code?

An item code is a 12-digit alphanumeric short code for the Financial Accounting Unit (FAU). Beginning with the number 4 followed by a 4-digit department code. The remaining seven digits are alphanumeric based on your department’s needs. More information can be found on the Transact Manual.

Example

In order to facilitate the conversion to COA, PSC will be updating the merchant ID database's:

income FAU(s)
recharge FAU(s)
chargeback FAU(s)

Some departments have missing FAU-related information. You'll be asked to review your credit card merchant details for departments within your scope, verify any missing information, and provide the correct details where necessary.

What is a merchant ID and why do they require these FAUs?

A merchant ID is a unique 15-digit code created by a credit card processor which is then assigned to a merchant.

An Income FAU handles chargebacks, which are credit and debit card returns initiated by a cardholder.
A Recharge FAU is used for credit card fee recharges.
A Chargeback FAU is only required if you have an account dedicated to chargebacks and is different than your income FAU.