and DGSOM Department of Psychiatry

Finance Office

Check Deposits

Payment/Deposit Procedure for Finance Office Managed Funds

To ensure efficient receipt and processing of checks, Central Finance will now require all payments be routed directly to Hospital Cashiering, External Affairs or by EFT. The message below provides directions on how to route payments appropriately along with an informational letter for vendors.  

Comp Plan and Sales & Service Funds

Mailed payments for comp plan and sales and service funds should be routed to Hospital Cashiers for processing.  A mailbox for Semel and Psychiatry has each been established for checks to be deposited.

  1. Contact customers and request that Semel or Psychiatry remittance address be changed to the addresses below.  Transition letters are available in the appendix and be can be used to send to the customer. 

For Semel Institute (i.e. sales and service funds):

UCLA Cashiering Dept.

Box 957469, 757 Westwood Plaza, Ste. 1119

Los Angeles, CA 90095-7469

 

For Psychiatry & Behavioral Sciences (i.e. comp plan funds): 

UCLA Cashiering Dept. 

Box 957467, 757 Westwood Plaza, Ste. 1119,  

Los Angeles, CA 90095-7467 

  1. Send invoices to customers when requesting payment for goods or services.   
    • Incorporate invoice numbers in the customer invoice.  
    • Invoice number should begin with the fund number in which payment will be deposited, followed by a numerical sequence, i.e. “62922-0001”.

  1. Include the appropriate remittance address as referenced in #1, as well as the following language into the invoice: 

    “To ensure that payments are applied to the appropriate accounts, please be sure to include any remittance information, including invoice #, on your payment.” 

Customers can also pay electronically. Reference link below for instructions:
https://www.finance.ucla.edu/treasury/incoming-wire-transfers-ach

Checks Received by Department

In the event that checks are received by the department, then the following actions should take place:

Complete a Department Deposit Record (DDR) and send along with a Deposit Certification Form to fund manager for approval.  The approved DDR and check should sent to the cashier office using one of the methods below.

Per Policy IX.17: Sub Cashiering Stations and Cash Handing Departments will transport cash and cash equivalents to a Main Cashiering Station using the following methods:

  • By secure armored car service
  • By employees, in dual custody, transporting (walking or driving ) the deposit to the Main Cashiering Station.  If the deposit is in excess of $2,500, employees should be escorted by a Campus Security or Police Officer
  • For endorsed checks and cash equivalents only, deposits may be put into the Campus Interoffice mail and sent to the Main Cashiering Station.  The Depositing location should make copies of all checks and cash equivalents put into the Interoffice Mail in case the deposit is lost and needs to be reconstructed.
Donations

Donations are usually processed through External Affairs.  Contact Unita Morris at umorris@mednet.ucla.edu if a check is received directly from the donor.

Official Notice

Semel Institute has transitioned its cashiering function to the Health System’s Treasury Department.

View official letter from CAO Amy Ragsdale by clicking.

View Official Letter from CAO Amy Ragsdale

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