Handling Cash and Checks

Payments for all sponsored research projects or sponsored research awards 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 recording of sponsored research payments. The department must NOT prepare a journal to record sponsored research payments into the general ledger.

Departments must take the following steps when payment is received directly from the sponsor for a sponsored research project or sponsored research award.

UCSF Contracts and Grants
P.O. Box 748872
Los Angeles, CA 90074-4872

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

Phone: 800-376-2703

1. Place check and all supporting documentation that accompanied the check into an envelope.
2. Mail to (preferred method; use for routine deposits):

   UCSF Contracts and Grants
   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.

When payment is received for a department submitted fixed price invoice or clinical trial payment that has not been recorded in RAS, departments should submit a CGA Request in RAS/PeopleSoft. For more information, refer to How to Submit Fixed Price Invoices in RAS.

Handling Checks Received for Department Accounts Receivable

All checks received as payment for department accounts receivable should be sent to the UCSF Department A/R Bank of America lockbox for processing by the Controller's Office Cash Operations Team. This includes payments that departments historically deposited into the main depository account that are not related to sponsored research, student accounting, or auxiliary and administrative services.

For proper recording, ensure each check includes the invoice number(s) or include a copy of the invoice(s) where possible. Departments should NOT deposit Dept A/R checks into the campus ATMs, drop safe locations, at a local bank branch, or send checks to the Controller's Office.

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

Mailing Address (US Post Office delivery)

Department AR
P.O. Box 744683
Los Angeles, CA 90074-4683

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

Physical Address (Federal Express, UPS, etc.)

Bank of America Lockbox Services
Lockbox 744683
2706 Media Center Drive
Los Angeles, CA 90065-1733

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 web page for remittance information including the lockbox addresses.

Payments received for Dept A/R invoices must be properly recorded in the University's financial system to credit accounts receivable and debit cash.

For departments following the Controller's Office Department Accounts Receivable (Dept A/R) process, the Controller's Office Cash Operations Team records payments in the University's financial system; departments should not prepare a cash journal to record payments for Dept A/R invoices submitted to the Controller’s Office for recording in the University’s financial system and distribution to the external customer. For further instructions see Handling Department Accounts Receivable.

Departments that choose to maintain their own accounts receivable and that do not submit their invoices to the Controller's Office (for recording in the University's financial system and distribution of the invoice to the external customer) must demonstrate the ability to comply with UCSF Policy 300-11, Accounts Receivable (opens in new window) and with generally accepted accounting principles (GAAP). Dept A/R not recorded by the Controller's Office must be recorded by the department via journal entry.

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 processing by Gift Administration. Departments should NOT deposit gifts into the campus ATMs.

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

Mailing Address

UCSF Foundation
P.O. Box 45339
San Francisco, CA 94145-0339

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

Street Mailing Address

Lockbox/Item Processing Operations
US Bank, N.A.
501 Canal Boulevard, Suite E
Richmond, CA 94804
Attn: UCSF Foundation Lockbox 45339

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