Global Utilities

La Trobe University
Transact La Trobe

Conditions of Use

Transact La Trobe is owned and maintained by La Trobe University.

Electing to register and use Transact La Trobe requires users to adhere and agree to the conditions of use.

It is recommended that users of Transact La Trobe system only credit their Transact La Trobe account with sufficient monies for their printing &/or copying needs.

Cards are the responsibility of the registered user. To ensure that optimum service, Transact La Trobe expects users to respect the facilities provided.

Users must ensure that cards are not bent, defaced or damaged in any way. All cards should be kept in a flat position as bending may cause damage to the microchip and aerial stored in the card. Also ensure that cards are not exposed to excessive heat.

If a student or staff card is damaged refer to the Academic services web page regarding obtaining a new student/staff card (there is a cost for replacement). Replacing a casual card will incur a fee of $2.00.

Lost or stolen student, staff, casual or departmental cards must be reported to Transact La Trobe (Café Digital, Agora, Level 2, ph: 03 9479 3220 or Campus Graphics, ph: 03 9479 2113) to ensure that the Transact La Trobe user’s account is locked. Casual card users will be required to provide the card number in order to lock the account.

Also report lost or stolen student/staff cards immediately to security on (03) 9479 2012 or via email to lost-stolencards@latrobe.edu.au. Please refer to the Academic services web page regarding obtaining a new student/staff card (there is a cost for replacement).

If a stolen card has been used for print &/or copy, La Trobe University is not liable to refund the amount used.

Student, staff, casual and departmental card users are entirely responsible for their own accounts and any actions or materials resulting from any use of their Transact La Trobe accounts.

Casual cards purchased are non-refundable, however are re-usable, as stated on the cards itself and at the reload station (CMS4000) that cards can be purchased from.

There are three categories for Transact La Trobe refunds.

  1. refunding a print & copy job due to an error with a printer or copier device;
  2. refunding due to an error or malfunction with a Transact La Trobe device, and
  3. refunding outstanding Transact La Trobe balance

1. Refunding a print & copy job due to an error with a printer or copier device

Refunds are processed by the business group responsible for the printer &/or copier where the document was printed or copied. Student, staff, casual and departmental users are to approach the appropriate staff member of the business group to have the issue assessed. In some cases the business group may apply the reprint policy (see below).

To identify which business group the printer or copier belongs to, go to this link. Then speak to the appropriate staff member of that business group about the problem encountered.

Or alternatively, complete & submit the service difficulties form. To enable quick response time, make sure to identify the printer or copier used, its location and what the problem is on this form. Casual card users who are not members of the University must supply contact details, e.g. phone, mobile or email address. Casual cards users that are not members of the University cannot use the service difficulties form.

2. Refunding due to an error or malfunction with a Transact La Trobe device

Malfunction or errors with Transact La Trobe devices must be reported immediately:

Reload stations -

Money is not credited to a Transact La Trobe account via cash reload station -

  • Receipts are issued from CMS4000 (silver reload stations) and must be presented at the following locations for the Transact account to be credited.
    Bundoora: Café Digital, Agora, Level 2 (or at Campus Graphics during non-semester periods, ph: 03 9479 2113)
    Bendigo : Campus Graphics Bendigo, ground floor Union building
    Albury/Wodonga: Albury/Wodonga Library

    If no receipt is presented then user will be required to wait until the bank has reconciled the devices reported takings, this process can take up to two (2) working weeks. If the user is eligible for a refund Transact La Trobe will then process the refund. Notification of this refund will be made via a valid La Trobe email account. Casual users that are not members of the University will be informed via the contact details supplied upon making the initial report.

  • No receipts are issued from the CMS3000R & 4000R (blue reload stations). User will be required to wait until the bank has reconciled the devices reported takings; this process can take up to two (2) working weeks. If the user is eligible for a refund Transact La Trobe will then process the refund. Notification of this refund will be made via a valid La Trobe email account. Casual users that are not members of the University will be informed via the contact details supplied upon making the initial report.

Users who insert money into any reload station that it is “out of order” and the machine states this will not be eligible for a refund. It is the responsibility of the user to read the screen before inserting money into the device.

Casual card dispensed from a reload station (CSM4000) –

The CMS4000 (silver reload station) is the only device that issues casual cards.

  • Casual cards purchased are non-refundable, however are re-usable, as stated on the cards itself and at the reload station (CMS4000) that cards can be purchased from.
  • Transact La Trobe has the right to refuse to refund a user who does not tender the correct amount to purchase a casual card. The price to purchase a casual card is displayed on the device.
  • It also has the right to refuse to refund a user who attempts to purchase a casual card when the device states it is out of cards. It is the responsibility of the user to read the screen before inserting money to purchase a casual card.
  • If the correct amount is tendered to purchase a casual card and there are no warnings on the device to state the machine is out of order or out of cards and the device does not issue a casual card then the user must present themselves at the campus location where the problem was encountered:
    • Bundoora: Café Digital, Agora, Level 2 (or Campus Graphics during non-semester periods, ph: 03 9479 2113),
    • Bendigo : Campus Graphics Bendigo, ground floor Union building;
    • Albury/Wodonga: Albury/Wodonga Library;

The user must provide the date, time and the asset number of the machine in order for the error to be resolved.

Money is not credited to an account via EFTPOS
Receipts are issued from the EFTPOS device for any transaction regardless if it is successful or not. The error receipt must be presented by the user for the refund to be processed.

Money is not credited to an account via reload on-line
A receipt is issued when a reload on-line transaction is made. The error receipt must be presented by the user for the refund to be processed.

There are two options available for a user to lodge a request to refund a Transact La Trobe account due to a malfunction or error with a device (N.B. Casual card users cannot select the second option unless they have a valid LTU email address).

  1. Go to the following locations with the error receipt to report the problem.
    • Bundoora: Café Digital, Agora, Level 2 (or Campus Graphics during non-semester periods, ph: 03 9479 2113),
    • Bendigo : Campus Graphics Bendigo, ground floor Union building;
    • Albury/Wodonga: Albury/Wodonga Library;
    • Shepparton & Mildura contact Café Digital, ph: 03 9479 3220 (or Campus Graphics, ph: 03 9479 2113 during non-semester periods)
  2. Simply complete & submit the service difficulties form. To enable quick response time, make sure to identify the device, its location (including Campus) and what the problem is on this form.

Which ever options has been selected the following information must be supplied: Full name, student, staff, departmental or casual card number, Username, date & time of the problem and the amount inserted. Casual card users who are not members of the University will be required to provide contact details, e.g. phone, mobile or email address.

Notification of a refund, if eligible, will be made via a valid La Trobe email account. Casual users that are not members of the University will be informed via the contact details supplied upon making the initial report.

3. Refunding outstanding Transact La Trobe balance

Only under the following circumstances will a user’s Transact La Trobe balance be refunded:

  1. Graduated from La Trobe University (Transact La Trobe account closed permanently);
  2. Intermission of studies at La Trobe University (not studying for either one or two semesters);
  3. Discontinuation of studies at La Trobe University (Transact La Trobe account closed permanently);
  4. Malfunction of a Transact La Trobe device (monies can only be credited to a bank account after substantiation that there was a problem with the device).

If student/ staff have received monies from a faculty/school/department/division for studying &/ or departmental purposes on their Transact La Trobe account they will be ineligible to receive a refund of those monies.

Casual cards purchased are non-refundable, however are re-usable, as stated on the cards itself and at the reload station (CMS4000) that cards can be purchased from.

Download form from the following link, fill out and submit: La Trobe University EFT Form for Transact La Trobe Refunds.

Reprint Policy:

Business groups will determine whether a reprint is required for print or copy.

In most cases, such as a malfunction of equipment i.e. paper jams, the document will resume printing or copying after the repair has been made.

If however, the following cases occur:

  • The document is cancelled from the printer or copier queue and the user has been charged;
  • Poor quality printing or copying due to consumables needing replacement;

The business group will decide either to refund the user’s Transact La Trobe for the cost of the print or copy job. Or the business group can re-print or copy the document at no further cost to the user. This will be determined by the business group area only and not the user.

The following are not permitted under any circumstance:

  • use of other users' accounts without due permission from said user;
  • using a false identity or another persons identity to obtain access to print & copy facilities;
  • allowing or assisting another person to obtain access to resources or information not authorised;
  • eating, drinking or smoking in areas where facilities are used;
  • physically damaging or adjusting any equipment;
  • breach of copyright laws.

Transact La Trobe reserves the right to:

  • collect payment for the use of facilities;
  • deny users access to print and copy if any of these conditions are breached;
  • provide various levels of access for clients,
  • examine all active and closed accounts and monitor usage.
  • to make Transact La Trobe business groups responsible for incorrect information provided to patrons even if this causes an out of pocket expense for the business group