Accounts Receivable and Banking Services

  • This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim credit card payments received.
  • Watch a recording of the Overview of Unclaimed Payments and Cash Application Webinar (Microsoft 365 login required). This webinar provides an overview of the changes to the unclaimed payments and cash application process that became effective on September 12, 2023, and includes a demonstration of the key features of the new Unclaimed Payments List.  Watch Now
  • This UCSF Cash Handling Training is assigned to all new Cash Handlers upon hire and must be completed annually thereafter.
  • Collection efforts for department accounts receivable (Dept A/R) invoices are the responsibility of the department providing the property, good, or service. If an external customer does not pay an invoice within 30 days it is considered delinquent. Departments should contact the external customer to follow-up on delinquent invoices.
  • Department Accounts Receivable (Dept A/R, also known as ‘sundry debtor’ receivables) is the amount due to the University from an external customer for payment of a good supplied and/or service already rendered. Dept A/R excludes sponsored projects, student/employee and UCSF Health related receivables. Dept A/R is not applicable to business conducted with other campuses or with the Office of the President (UCOP); see Handling ITF and IOC for procedures related to Interlocation Transfer of Funds (ITFs) and Intercampus Orders & Charges (IOCs).
  • The Department Accounts Receivable Report provides information about department accounts receivable invoices billed to external customers (non-UC affiliated) for use of UCSF property, or for receipt of goods or services.
  • Petty cash fund custodians learn and apply provisions of UCSF's petty cash fund policy (Policy 300-32) when administering their funds. This course identifies the core areas of the policy all petty cash fund custodians should be aware of.
  • Departments send requests for UCSF deposit supplies to the Controller's Office Cash Operations Team.
  • This article describes the requirements and procedures to establish Cash Handlers at UCSF.
  • This article outlines the procedures required for departments to accept electronic transfers of funds as a depository option.
  • There are 12 main requirements in the PCI DSS, which are designed to provide a comprehensive framework for securing cardholder data.
  • This reference guide describes Self-Assessment Questionnaire (SAQ) Types used in the PCI DSS compliance monitoring process.
  • Regular inspections of credit card devices for tampering or skimmers is essential to protect UCSF and our customers, clients and patients from credit card fraud.
  • Department accounts receivable (Dept A/R, also known as Sundry Debtor) invoices are provided to external customers (customers not affiliated with the University of California) who use UCSF property or receive goods or services and do not make payment at the time of service. External customers must first be established in the University’s financial system and the department providing the goods or services must be associated with the external customer in the system before invoices can be submitted for recording and distribution to the external customer.
  • Establishing a New Petty Cash Custodian, Setting up a Petty Cash or Change Fund, Replenishing Petty Cash Funds, Change of Custodian for an Existing Fund, Decreasing Petty Cash or Change Funds, Terminating a Petty Cash or Change Fund
  • This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim cash received.
  • Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Journal Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to applicable UCSF Policies and outside agency requirements. 
  • This article outlines procedures for handling the most common types of payments received by campus departments.
  • UCSF departments or units that accept credit or debit cards for payment become credit card merchants. As a credit card merchant, the department assumes the requirements and risks associated with accepting credit card payments.
  • Establishing Journal Preparers and Approvers in PeopleSoft Take the two-part online course “Understanding PeopleSoft Journals” in the UC Learning Center. Completion of this course is required for access to PeopleSoft General Ledger and Journals. Journal Preparers must complete Understanding Journals: Journal Preparer Actions (opens in new window).
  • This article explains how UCSF departments should review the Unclaimed Payments List and how to claim these funds.
  • UCSF routinely conducts business with other campuses and with Office of the President (UCOP). This guide provides an overview of these transactions, describes how transactions are processed, and identifies resources for users who need assistance with related processing. These transactions are divided into the following categories: Category Source Code(s) Interlocation Transfer of Funds (ITFs) 150, 574 Intercampus Orders & Charges (IOCs) 57X
  • UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:
  • Internal controls are divided into key and non-key controls. Key controls are the primary procedures relied upon to mitigate a risk or prevent fraud. Non-key controls are considered secondary or back up controls. All controls can be grouped into one of the four components of internal control:
  • Customers who receive an invoice for use of property or receipt of goods or services provided by a UCSF department (other than from UCSF Health or for a sponsored project), should use the following information to prepare payments. Payments that include all the necessary information are more easily and quickly applied to invoices. Payments should be made as an electronic transfer, either as a wire transfer or ACH (Automated Clearing House). Checks should only be used when payment by electronic transfer is not possible.
  • Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
  • Per international regulatory requirements, PCI DSS (Payment Card Industry Data Security Standards) must be tested regularly through a combination of assessments, audits, and validations to ensure that all organizations that handle payment card data are compliant with the security standards. These assessments can be conducted by the organization itself, internal audit teams, or external Qualified Security Assessors (QSAs).
  • All merchants who accept electronic payments are required to understand, adhere to, and provide evidence of compliance to international payment security standards. UCSF is committed to ensuring the utmost protection of payment and personal information for our customers and patients.
  • UCSF implemented Total Compliance Tracking (TCT) to efficiently manage PCI DSS testing and compliance tracking across the University. This online web-based tool assists in documenting our efforts to maintain data security standards across all merchants.
  • Per Campus Administrative Policy 300-44, department managers are required to perform a cash count audit of their petty cash funds. Download this form to assist with the cash count audit process and to document audit results. Recordkeeping for the audit process is maintained at the department level; do not send the completed form to the Cash and Controls Team unless requested. Frequency of Cash Count Audits Non-research petty cash, cash equivalents, and change funds counts are mandatory for each fund based on amounts as follows:
  • Departments are required to submit proof of expenditures with all replenishment requests for research subject payments. In lieu of submitting individual receipts, departments may submit a disbursements log to document expenditures. Departments must document the following information on the log:
  • Used only for requesting payments that contain sensitive or confidential information such as research subject payments, patient refunds, settlements, and damage payments.
  • University policy requires that the custodian of a petty cash fund who is directly responsible for the safekeeping and disbursement of the fund's cash must be appointed by the department head. The policy also requires that any change in custody of an existing fund must be documented in writing and the amount of the transfer verified.
  • Department Accounts Receivable (Sundry Debtor) is an invoice billed to external customers (not affiliated with UC) for use of UCSF properties, goods or services. Departments complete the invoice form and send it along with supporting document to [email protected]. The Controller’s Office enters the billing date, assigns an invoice number, and sends invoice to customers for payment via email or using the customer's portal.
  • To ensure Payment Card Industry (PCI) compliance, a Merchant ID is required for each department wishing to accept credit or debit card payments. Complete this webform to request approval for a Merchant ID. If you have any questions about the form, contact Christine Chiang.