Handling Cash, Checks, & Incoming EFT

Establishing New Cash Handlers

1. Cash handlers must have a background check on file.  Proof of background check completion must be maintained on file within the department as well as the appropriate HR Service Center.
   • Employees hired prior to March 13, 2017 who do not have a background check are required to complete a background check with the UCSF Police Department. 
   • Employees hired on or after March 13, 2017 have already completed a background check as part of the pre-employment process and therefore do not need to complete a new background check.
2. Cash handlers are required to complete the online “UCSF Cash Handling Training” in the UC Learning Center upon hire, and then annually thereafter. 
   • Departments should ensure employees meet this obligation.
     • Supervisors and Managers should be able to assign this training using their manager dashboard in the UC Learning Center by clicking on the My Team menu and then clicking Manager Dashboard: 
       
        
   • Supervisors and Managers who cannot assign this course to the employee in the UC Learning Center must send an email request to [email protected]. Include:
     • Employee's full name
     • Employee's email address
     • Employee's UCSF employee ID
     • Request the new cash handler be assigned to the UCSF Cash Handling Training course in the UC Learning Center
3. Departments should email the following information for any new cash handlers to the Controller's Office Cash & Controls Team:
   • Name
   • Phone Number
   • Email Address
   • Deposit Location Number
   • Department Name
   • Department Box Number
   • Department Physical Address
   • Name of supervisor/manager

Handling Foreign Checks for Non-Sponsored Projects

Foreign check deposits cannot be processed using a drop safe or remote scanner. Eligible items must be processed by the Bank of America Exceptions Unit or at a local Bank of America branch.

Eligible items are checks that are:

• In United States dollars (USD) drawn on a Canadian Bank
• In USD drawn on a United Kingdom bank
• In any foreign denomination drawn on a foreign bank

Before preparing your deposit, ensure that:

• You do not commingle currencies. For deposits of multiple currencies, a separate deposit slip is required for each currency.
• The legal amount (amount in words) and the courtesy amount (numeric amount) match. If the amounts differ, the legal amount takes precedence over the courtesy amount; handwrite the correct dollar amount based on the legal amount above the courtesy box.
• The dollar amount is legible. Pay particular attention to items with dark backgrounds and small, light print. If it is not legible, handwrite the amount above the courtesy amount.

Step One: Prepare the Deposit

1. Endorse check(s) immediately upon receipt.
2. Complete your department’s UCSF pre-printed deposit slip and maintain a copy for the cash journal.

• To calculate the deposit value, use an online currency converter to retrieve the exchange rate as of the day you prepare the deposit.
• Enter the USD equivalent for the check.

Step Two: Determine your Deposit Method

The preferred method is to FedEx all deposits to the Bank of America Exceptions Unit for processing.

1. Prepare a FedEx label to the Recipient address below:

2. FedEx the following to the bank:

• Department’s UCSF pre-printed deposit slip (must be completed)
• Foreign check (must be endorsed)

For multiple deposits, each deposit slip and corresponding check(s) must be grouped separately using a paperclip (do not staple).

As an alternative, make the deposit at a local Bank of America branch.

Step Three: Prepare a Cash Journal

1. Prepare a corresponding cash journal entry in PeopleSoft using the USD equivalent written on the deposit slip.
2. Email the journal entry number to [email protected] with the subject “Foreign check deposit”.

When your department’s deposit is received by the bank, the bank will post a deposit to our bank account for the same USD value written on your deposit slip. This is the same amount used in your PeopleSoft cash journal. The bank will also post a separate value in our bank account for any differences in the exchange rate that occurred while the deposit was in transit. The Controller’s Office will notify you of this adjustment value and prepare the corresponding cash journal adjustment entry in PeopleSoft using details from your original cash journal.

Handling Checks Other than for Gifts, Sponsored Projects, and Department Accounts Receivable Invoices

This procedure applies to checks, money orders, traveler's checks, and certified checks.  Deposits must be made once a week or whenever cash and check total is $500 or more, whichever comes first.  Customer and patient information must remain confidential.

• Photocopy all checks for the department's record
• Endorse checks:
  • "For deposit only" immediately upon receipt
  • In the proper location on the check to avoid obscuring of important information
  • Use a legible stamp with the correct phone number to avoid delays in department notification of a returned check

• Complete a UCSF pre-printed deposit slip. UCSF pre-printed deposit slips include UCSF bank account details and a unique 4-digit code in the bottom left corner, referred to as the deposit location number. Each department is assigned a unique deposit location number to track and identify deposits when they reach out bank.
  • Ensure total deposit amount is accurate
  • Include tape listing of checks
  • Write depositor name and bag number on the deposit slip

• Write the deposit location number on bank deposit bag
• Place checks with deposit slip inside numbered secure bank deposit bag
• Deposit the bag directly at Bank of America, by armored car pickup, or into one of the following drop safe locations:
  • Laurel Heights – Main lobby: near the guard station
  • Mission Bay – Genentech Hall: near the guard station
  • Mission Center Building – Main lobby: near the guard station
  • Mt. Zion Hospital – First Floor: near the Security Office
  • Parnassus Campus – Millberry Union East, Room 232A (contact [email protected] for access request instructions)
  • Zuckerberg San Francisco General Hospital – Building 5, Room 1N1 (Deposits can be made Monday, Wednesday, Thursday, and Friday, from 9 to 9:30 a.m. Prior to making a deposit, call Emelyn Zavaleta (opens in new window))

Ordering UCSF Deposit Supplies

UCSF deposit supplies are ordered through the Cash and Controls Team and shipped directly to your department from Bank of America.

To initiate new deposit supplies for your department (endorsement stamp, deposit slips and bags), email the following details to [email protected]:

• Full Department name
• Department name for deposit stamp
• Department Box # for deposit stamp
• Department contact name
• Department contact phone
• Department contact email
• Full USPS delivery address and contact name for supplies order (no abbreviations for street or building name)
• Four-digit deposit location number is assigned by Cash and Controls
• Estimated number of monthly deposits – you can include a range (example: 0-10)

To re-order deposit slips, email the following details to [email protected]:

• Deposit location number
• Full delivery address (no abbreviations for street or building name)
• Contact name for delivery mailing address

If you have questions regarding deposit supplies, contact the Cash and Controls Team at [email protected]

Handling Checks Received for Gifts

All gifts to University of California San Francisco or University of California San Francisco Foundation should be sent to the UCSF Foundation’s Union Bank of California Lockbox along with copies of relevant backup documentation for deposit and processed by Gift Administration. Departments should not deposit gifts into the campus ATMs.

Mail the completed gift transmittal form and all backup documentation to:

For gifts sent by courier requiring that a street address is specified:

If you have questions about handling gift checks, contact Gift Administration Customer Service.

Handling Cash or Currency Received for Gifts

There is a special process for gifts received in the form of cash or currency:

1. Complete the Gift Transmittal Form 
2. Email the completed Gift Transmittal Form to Gift Administration Customer Service
3. SECURE THE CASH/CURRENCY in your department and Await further instructions from Gift Administration!  

DO NOT SEND Cash/Currency to Gift Administration!

Handling Checks Received for Sponsored Projects

Payments for all sponsored projects should be sent to the Controller’s Office Contracts & Grants Accounting (CGA) lockbox. CGA invoices sponsors, records each deposit in the UCSF Research Administration System (RAS/PeopleSoft), and works in collaboration with Principal Investigators and their administering departments to ensure the accurate and timely billing and recording of sponsored projects payments. The department must NOT prepare a journal to record sponsored projects payments into the General Ledger.

For clinical trials only, departments generating and sending invoices to Sponsors must concurrently send a copy to the CGA Service Desk, [email protected], for entry into the RAS Accounts Receivable system.

Departments must take the following steps when payment is received directly from the sponsor for a sponsored grant/contract.

1. Place check and all supporting documentation that accompanied the check into an envelope.
2. Mail to (preferred method; use for routine deposits):
   UCSF Main Depository
   P.O. Box 748872
   Los Angeles, CA 90074-4872
3. For overnight delivery, when rapid delivery is necessary, by a courier requiring a street address:

   Bank of America Lockbox Services
   Lockbox 748872
   2706 Media Center Drive
   Los Angeles, CA 90065-1733

   Phone: 800-376-2703

4. Notify the sponsor as soon as possible and have future payments sent directly to the CGA lockbox address listed above.

Handling Checks Received for Department Accounts Receivable Invoices

All checks received as payment for department accounts receivable (Dept A/R) invoices should be sent to the UCSF Department A/R Bank of America lockbox for deposit and processing by the Controller's Office Cash and Controls Team. Departments should not deposit dept A/R checks into the campus ATMs, drop safe locations, or at a local bank branch. For proper recording, ensure each check includes the invoice number(s) or include a copy of the invoice(s) where possible. 

Mail the check(s) with invoice number(s) to:

For checks sent by courier requiring a street address be specified:

Payments for invoices received must be properly recorded in the University's financial system to credit accounts receivable and debit cash. The Controller's Office records payments in the University's financial system; departments should not prepare a journal to record payments for dept A/R invoices. For further instructions see Handling Department Accounts Receivable.

If you receive a check directly from your external customer, follow the instructions above to send the check to the lockbox and notify the customer to send future payments directly to the lockbox. Refer your customers to this webpage for remittance information including the lockbox addresses. 

Incoming Electronic Funds Transfer (EFT)

Departments can accept electronic transfer as a depository option, either in the form of a wire transfer or ACH (Automated Clearing House).

• Automated Clearing House (ACH) is an electronic network for financial transactions in the United States. ACH processes large volumes of credit and debit transactions in batches. It can take a few days for the money to be transferred. ACH transfers are less expensive than wire transfers. Many ACH transactions have only a small fee or no fees.
• Wire Transfer is a method of electronic funds transfers that moves value from one bank account to another bank account through bookkeeping entries typically processed over the Federal Reserve Bank electronic network. Wire transfers can take place in near real time. Due to the funds' availability and speed of the transaction, wire transfer fees are typically more expensive than ACH transfers.
  • Wire transfers are costly.
  • There is a banking fee associated with this service charged by the remitter’s bank and if the remitter does not pay the fee upfront, their bank will deduct the fee from the payment before transferring the payment to our University bank account. In light of this fee, Departments may want to incorporate fees into billing. The fee varies from bank to bank and for domestic versus international transfers. Therefore, an exact amount cannot be determined up front. However, the average is approximately $25.00.

To ensure accurate and prompt accounting for EFTs, departments should provide the following remittance instructions:

• For sponsored awards, see Payment Remittance Procedures for Sponsored Projects.
• For department accounts receivable invoices, see Department Accounts Receivable Remittance Information.
• For all other receivables, follow the steps outlined below.

1. The remitting agency or person must provide the banking information to the sending bank:

   For Wires

   • Bank and Bank Address
     Bank of America
     100 West 33^rd Street
     New York, NY 10001
   • ABA Routing No - 026009593
   • Bank Account Name - Regents of the University of California, San Francisco
   • Bank Account No. - 12335-23601
   • SWIFT Code (International only) – BOFAUS3N for incoming wire transfer in U.S. dollars; BOFAUS6S for incoming wire transfer in foreign currency

   For ACH

   • Bank and Bank Address
     Bank of America
     2000 Clayton Road
     Concord, CA 94520
   • ABA Routing No. - 121000358
   • Bank Account Name - Regents of the University of California, San Francisco
   • Bank Account No. - 12335-23601
   • SWIFT Code - Not applicable
2. The remitter must provide their bank with the following addendum information:
   • The name and phone number of the person in the Department to contact
   • The name of the agency that is remitting payment
   • Purpose of the EFT and identifying numbers (invoice, student ID, etc.). For sponsored projects this should include one or more of the following:
     • Proposal Number or UCSF Award Number
     • Award title
     • PI name
     • Details of any breakout of payments, where applicable
3. Bank of America Account/Routing Number Confirmation Letter if a bank certification letter is required.

On a daily basis, UCSF receives both international and domestic funds in the form of Automated Clearing House credits (ACH) and wire transfers. These funds are deposited into UCSF’s Bank of America account #XXXXX23601 following the steps above and recorded in the UCSF General Ledger (GL) in Account 10110 (Cash-BofA). Funds are often intended for campus departments, and recipient departments often do not know when their funds may be deposited into the campus bank account. See Unclaimed ACH/Wire Payments for more information on how to identify and claim incoming payments.