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DISBURSEMENT PROCESS
What is Accounts Payable's Disbursement process?
Accounts Payable (AP) disburses checks and Electronic Funds Transfers (EFT) daily. Invoices scheduled for payments will be selected for check pay cycle. Employee reimbursements, Student Accounts stipends, and Student Financial Aid payments are selected by the EFT pay cycle when scheduled to be paid. Accounts Payable runs an express pay cycle for emergency checks only. Wire transfers to vendors require accurate and complete banking information on the invoice. Foreign wires and drafts may take 48 hours to process due to funding requirements from UCOP.
After the daily check and EFT pay cycles are complete, checks and EFT Advices are placed in envelopes by AP staff for same day pick up by UCSF Mail Services for delivery. As a general rule, checks are mailed directly to the vendors by U.S. mail. Checks to be returned to the departments should be sent to the payee. (http://www.ucop.edu/ucophome/policies/acctman/c-173.pdf). Checks to be picked up at Mission Center Building (MCB425) Accounting Office will be secured at the Accounting Office Reception Desk for distribution. Departments will be notified by phone when checks are ready for pick up at MCB 425 located at 1855 Folsom Street the same day as the checks are issued. Checks to be distributed at the Satellite Offices in Millberry Union G Level at 500 Parnassus and Mission Bay Genentech Hall will be picked up by courier or Accounting Office staff and delivered for distribution.
How does Electronic Funds Transfer (EFT) Employee Reimbursement work?Faculty and staff, who currently receive Payroll Surepays in their checking accounts, will automatically receive Accounts Payable EFT for employee reimbursements. EFT Advices will be mailed to the same address as their Payroll Surepay remittance addresses. EFT payments have a two-day bank settlement date. Funds will be made available to payees two work days after the EFT pay cycle run date.
Employees who do not wish to have their reimbursements directly deposited, or wish to use a different checking account, will be required to complete and send along with a voided check an Accounts Payable Direct Deposit Request or Cancellation Form ( http://www.acctg.ucsf.edu/2002/ap_request_form.pdf ) to Accounting, Campus Box 0812.
How to Request a Domestic Wire Transfer Payment
A Wire Transfer Payments is an electronic payment made to a vendor for a specific amount. Instructions are sent to our bank then the electronic payment is made to the vendor’s bank. These payments are made by the Accounts Payable Department of the Controller’s Office. Wire payments are manually intensive and cost considerably more than a paper check payment. These payments generally are made for large amounts and have little recourse once the instructions are given to our bank. Therefore, it is critical that Accounts Payable is given accurate information and sufficient lead time to make the payment timely.
The following information should be added to the Check Request, Travel Expense Voucher, Advance Request, or other payment request document.
- Beneficiary name (payee)
- Beneficiary bank account number
- Bank name and ABA routing number
- Dollar amount of the wire
ABA Routing Number (generally the first nine numbers displayed on the bottom left of the check or deposit slip)
The payment request document with wire instruction information (above) should be sent to Accounts Payable, Box 0812. If the request is complete and contains the appropriate approval, the Accounts Payable staff will enter the payment request into PeopleSoft and then will send the wire instructions to the bank. The wire transfer payment will generally credit the vendor’s bank within 24 to 48 hours after the instructions are sent to our bank.
Questions
For assistance with wire transfer payments, please use the following contacts:
Disbursement Accounting Unit disbursements@accounting.ucsf.edu
Disbursement Accounting Supervisor 415-476-9291
AP Service Desk 415-476-2126 Apservicedesk@ucsf.edu
Frequently Asked Questions (FAQ) on Employee EFT Reimbursements
Questions?
Email: vendors@accounting.ucsf.edu
This page last updated on: Wednesday June 04 2008
