Assistant Controller - Accounting and Reporting
Accounts Receivable and Banking Services
Management Contact
Director - Accounts Receivable and Banking Services
Cash Operations Manager
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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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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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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).
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Department managers must maintain a ledger of all staff currently eligible for handling electronic payments at any stage within the department and are required to report new credit card handlers to Merchant Services to ensure PCI Security Training is assigned and completed prior to payment acceptance. Proof of background check completion for new or established employees must be maintained on file within the department as well as the appropriate HR Service Center.
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Email [email protected] to request decommissioning of Merchant IDs and return of terminal equipment in order to protect from fraudulent use and ensure that continued merchant expenses are not incurred.
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Merchants who wish to obtain user guides for terminals at their location can find them in this section or contact [email protected] when troubleshooting issues with an existing terminal.
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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 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). These transactions are divided into four categories:
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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.
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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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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.
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Review the procedures to record credit card journals in UCSF's PeopleSoft financial system following UCSF's credit card journal entry process.
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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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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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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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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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This reference guide describes Self-Assessment Questionnaire (SAQ) Types used in the PCI DSS compliance monitoring process.
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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.
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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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Here are key responsibilities merchants have in handling credit card payments safely. Failure to adhere to the Merchant Services agreement can result in termination of credit card payment acceptance privileges.
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There are 12 main requirements in the PCI DSS, which are designed to provide a comprehensive framework for securing cardholder data.
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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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Review procedures to deposit checks, money orders, traveler's checks, and certified checks that are NOT received as gifts or for sponsored research or as payment for a department accounts receivable or auxiliary and administrative services invoice.
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This article describes resources and procedures for reviewing the Unclaimed Payments List and claiming funds.
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This Quick Reference Guide explains the procedures for payment remittance for payments to auxiliary and administrative departments. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT).
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This Quick Reference Guide explains the procedures for payment remittance for student accounting. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT).
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If a bank certification letter is required, provide the remitter with a copy of the corresponding Bank of America Account/Routing Number Confirmation Letter confirming bank information needed to accept incoming Electronic Funds Transfers (EFT) into the following bank accounts:
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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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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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Departments that wish to establish a new method of accepting credit cards or make changes to existing payment methods must contact UCSF Merchant Services to obtain authorization and support prior to change or implementation. All departments who accept electronic payments in any form are required to adhere to PCI DSS standards, including initial training of staff, periodic updates to policies and procedures, and periodic testing of knowledge, policies, and procedures, as required by the PCI Council, in order to retain merchant status.
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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
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This article outlines procedures for handling the most common types of payments received by campus departments.
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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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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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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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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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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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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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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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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 Merchant Services.
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Review how to correctly record cash journals claimed from the Unclaimed Payments List.
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Update customer invoices to reflect new remittance procedures.
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Review updates and answers to common questions about the transition to new bank accounts.
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Review three key updates in support of the transition to new bank accounts for cash operations.
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Take action to complete the survey for departments with UCSF Merchant accounts.
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Unclaimed payments to the UCSF Central Fund to resume in April.
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Complete semi-annual petty cash verifications
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Review important restrictions on allocating the UCGPC Systemwide Fee assessment.
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Complete semi-annual petty cash verifications
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Beginning April 2024, the Controller’s Office Cash Operations Team will resume transfers to the Central Fund of cash, wire, and ACH payments received in UCSF’s main depository account that remain unclaimed for over 12 months. This transfer process was paused in early 2023 to allow Controller’s Office personnel to make improvements to the cash application and department accounts receivable processes.
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To assist departments in identifying their funds, the Controller's Office Cash Operations Team provides weekly updates on Tuesdays to the Unclaimed Payments List in UCSF Box. Due to the upcoming holidays, updates will be posted on Wednesday, December 27, 2023, and on Wednesday, January 3, 2024, one date later than usual. See Identifying and Handling Unclaimed Payments for instructions on accessing the Unclaimed Payments List in UCSF Box. If you have questions, email [email protected].
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Make petty cash account updates now ahead of the January petty cash verification process.