The University of ArizonaThe University of Arizona
Bursar's OfficeBursar's Office
 

Accounting & Reconciling Information

Merchant Reports

All merchants have complete access to the details of the transactions through online reporting through the Acquirer bank (Bank of America), Discover and American Express. Each online reporting application offers details regarding the transactions from sale to funding to the University depository account.  Merchants can set up reports to be sent automatically to an email on a set schedule determined by the merchant.

Reporting portals are as follows:

For details on setting up access to the online reporting, contact merchants [at] fso [dot] arizona [dot] edu (Campus Banking and Merchant Services).

Reviewing Monthly Statements

Each month, the Acquirer bank, Discover and American Express provides a monthly statement to the merchant.  This statement will detail the previous month's activity and expenses.

This will include breakdowns for daily activity, credit card interchange rates, authorization rates, and equipment/services charges.  It is the Merchant's responsibility to review monthly statements for accuracy.  If a charge is incorrect, the merchant must contact Bank of America within 60 days of the statement date in order for Bank of America to correct the charges.  If needed, contact Campus Banking and Merchant Services for further assistance.

See a Sample Statement for an explanation of how to read your monthly statement.

Reconciling UAccess Financials to Account Activity

Point of Sale (POS) machines, dial pay merchants, and e-commerce systems will be settled daily.  Funds are received electronically and deposited directly into the University MasterCard/Visa account on behalf of the department. All credit amounts will auto-book to the revenue account and object code.  All debit amounts will auto-book to the fees account and object code.  The mapping for the auto-booking to the departmental UAccess Financials account is based on the merchant number. In order to transfer funds to another UAccess Financials account, the department will need to complete a Distribution of Income and Expense (DI). Departments should reconcile their UAccess Financials accounts monthly to verify that receipts, refunds and transfers have been posted correctly. Please be aware of the timing of deposits. UAccess Financials deposits occur generally at least 48-60 hours from transaction date.

Please be aware that if a debit such as chargeback or an adjustment is auto-booked, the department will  need to process a DI to move the adjustment or chargeback to properly offset the  revenue account.

Chargebacks

From time to time a customer may dispute a credit card payment they have made with the University of Arizona. This dispute is called a chargeback. The department is notified in My Clientline for Visa/Mastercard. Merchants accepting American Express and/or Discover will receive an email to review the chargeback online.

Merchants must respond directly to the acquiring bank by the "respond by" date provided in the chargeback notification. Merchants must provide the requested information or appropriate documentation to demonstrate the legitimacy and appropriate processing of the original transaction. The acquiring bank has sole authority to determine if the chargeback will be reviewed and the cash receipts returned to the merchant.

If any notifications are received by FSO-Cash Accounting, they will be forwarded to the department.