Accounts Receivable and Banking Services
Management Contact
Assistant Controller - Accounting and Reporting
Director – Administrative Services
Director - Accounts Receivable and Banking Services
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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.
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This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim cash received.
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This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim credit card payments received.
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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.
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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
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This article outlines procedures for handling the most common types of payments received by campus departments.
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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.
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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).
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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
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UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:
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Credit card fraud and identity theft are major concerns of the Credit Card Industry. To prevent these occurrences the Credit Card Industry has instituted Payment Card Industry Data Security Standard (PCI DSS) as security measures to safeguard sensitive cardholder data on credit card transactions. Compliance with PCI DSS is mandatory for all merchants and is enforced by the major card brands who established the PCI Security Standards Council. PCI Core Standards
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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:
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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.
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Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
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This UCSF Cash Handling Training is assigned to all new Cash Handlers upon hire and must be completed annually thereafter.
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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.
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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).
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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.
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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.
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Departments send requests for UCSF deposit supplies to the Controller's Office Cash Operations Team.
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This article describes the requirements and procedures to establish Cash Handlers at UCSF.
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This article outlines the procedures required for departments to accept electronic transfers of funds as a depository option.
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This article explains how UCSF departments should review the Unclaimed Payments List and how to claim these funds.
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Used only for requesting payments that contain sensitive or confidential information such as research subject payments, patient refunds, settlements, and damage payments.
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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.
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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.
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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.
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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:
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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:
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Further cash application process improvements to make identifying and claiming deposits and payments easier for departments.
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In September, the Controller’s Office will implement further improvements to the cash application process to make identifying and claiming deposits and payments easier for departments. While departments will continue to follow established procedures for identifying and recording sponsored research payments and credit card transactions, here’s a look at what’s changing for claiming all other types of payments and transactions.
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Here's what UCSF merchants need to know to begin using Total Compliance Tracking to manage their PCI DSS compliance tracking.
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Prepare for an upcoming change to the Millberry Union drop safe location
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Improvements to the department accounts receivable (Dept A/R) process became effective on March 1. The improvements announced in last month’s Newsletter were based on stakeholder survey responses and interviews with the goal of making the process easier and more efficient for departments without requiring modifications to the UCSF financial system.
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Credit Card Merchant Services is excited to announce the planned implementation of Total Compliance Tracking (TCT) compliance software to support UCSF’s PCI compliance management process. The tool provides automated PCI testing, including automated task management and email reminders. It will also help manage the retention of testing documentation for each merchant, including task activities, guidance, and supporting materials. With the release of PCI Data Security Standard (DSS) version 4.0 on March 31, 2022, UCSF will adopt new PCI compliance standards beginning this year. The TCT software will include updated guidance to ensure adherence to the new regulatory changes.
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We are pleased to announce improvements to the Department Accounts Receivable (formerly Sundry Debtor) process. Department Accounts Receivable (Dept A/R) is the amount due to UCSF from an external customer for payment of goods supplied and/or services already rendered. Dept A/R does not apply to sponsored projects, UCSF Health, or student/employee receivables. Changes to the process were based on stakeholder survey responses and interviews. The improvements were designed to make the Dept A/R process easier and more efficient for participating departments without requiring modifications to the UCSF financial system. Who Should Use the Dept A/R Process
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Petty Cash verification letters were distributed via DocuSign to all petty cash custodians on January 13, 2023. Custodians must complete verification letters no later than Tuesday, February 14, 2023. Failure to comply with the required process may result in closure of the petty cash fund. If you did not receive a DocuSign email containing your petty cash verification request or if you have questions about the verification process, contact the Cash and Controls Team.
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The Controller’s Office will conduct an informational session for departments to learn more about UCSF Merchant Services from 1 to 2 p.m. on Thursday, February 23. UCSF Merchant Services is the first stop for schools, departments, and clinics across UCSF for all services related to handling credit cards and electronic payments. This session is designed to provide administrators with an overview of services and resources needed to successfully navigate the complexities of payment card processing and will include guidance on:
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This month, petty cash verification letters will be distributed via DocuSign to all petty cash custodians. To ensure petty cash is properly accounted for and that records are accurately stated, custodians must complete their verification letters no later than Tuesday, February 14, 2023. Failure to comply with the required process may result in closure of the petty cash fund. Please submit any petty cash account changes before January 10, 2023, to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.
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To ensure petty cash is properly accounted for and that records are accurately stated, petty cash verification letters will be distributed via DocuSign to petty cash custodians in early January. Has your petty cash account recently changed custodianship? Does your account need to be terminated? Please process any petty cash account changes before January to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.
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Fulfilling check requests to establish or replenish petty cash funds is a two-step process. Here’s what happens after you submit your petty cash check request form and how to get help during each step in the process. Step One: Review and Approval by Controller’s Office Cash and Controls
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The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals. Why does it matter? The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This makes tracking a deposit much more difficult and increases opportunity for data entry errors by the depositor or bank teller.
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UCSF maintains a drop safe location at Zuckerberg San Francisco General Hospital at the UCSF OMFS Clinic, located in Building 5, Room 1N1. Deposits are permitted under the following guidelines: