Skip to Main Content

Main Cashier's Cash Collection Reminders for Fiscal Year-End

  • The main cashier's office encourages departments to promptly deposit and accurately record any cash, checks, or credit card transactions received during the current fiscal year (July 1, 2025 through and including June 30, 2026) by 5:00 p.m. on Tuesday, June 30, 2026. 
  • As a courtesy, we'd like to remind you that per UC Policy BUS-49, locations that handle cash and cash equivalents must update their safe combinations at lease once annually and/or if a supervisory or authorized personnel with the safe combination is no longer employed at the location. 

Cash Collection Activities & Deadlines

In order to be posted as June business, all deposits for FY 2025-2026 must be processed in Transact Payments and batch-closed by 6:30 PM (PT) on Tuesday, June 30, 2026.

Please plan to reconcile and close batches prior to the cutoff time to ensure any last-minute issues can be resolved before the deadline. We are unable to extend the cutoff time; any deposits posted afterwards will be recorded as FY 2026-27 business. 

 

To guarantee delivery by Tuesday, June 30, all disbursement requests must be submitted to Payment Solutions & Compliance (PSC) on the MyUCLA Message Center by 2:00 PM on Wednesday, May 27, 2026. Requests received afterwards will be recorded as FY 2026-2027 business. 
 
NOTE: Non-preferred gift card orders may take up to four weeks to process, please submit FY 2025-2026 requests as early as possible. 

To guarantee a Brink's pickup for June 26 - June 30, departments must schedule service by 2:00 PM on Friday, June 12, 2026. Pickup requests may be submitted to Payment Solutions & Compliance (PSC) on the MyUCLA Message Center. 

Departments should post the credit for funds received in the current fiscal year that do not have an identified purpose to the Cash Received Undistributed Account 4-116012.
  • Include 063024 in the SOURCE field
Once the fund's purpose is identified, it will be transferred to the appropriate account.

Annual Safe Requirements

Per UC Policy BUS-49, locations that handle cash and cash equivalents must update their safe combinations:

  • at lease once annually.
  • if a supervisory or authorized personnel with the safe combination is no longer employed at the location. 
We encourage locations to review their safe's access log and ensure it is up-to-date at the time the combination is changed. As a reminder, locations must also securely document the date and reason for combination changes.

More information about BUS-49 requirements for cash handling and storage is available on the UCLA Safe Requirements web page. 

The UCLA Hardware Shop is available to change safe combinations.

To request their services: 

  • Submit an FSR through Facilities Management. 
  • Use "Safe Combination Lock Change" as the Short Description on the order form so it is routed to the Key Shop/Locksmith.

Missed a deadline?

If for any reason, you are unable to record cash received for June FY 2025-2026 by June 30 at 6:30 PM, collected payments must be recorded manually by Cash and Student Loan Accounting team in the current fiscal year. 

Please record the payments through Transact Payments in the July period and then email askacm@finance.ucla.edu by Monday, July 6, 2026 with the following information:

  • Subject: Deposit in Transit
  • Copy of check and credit card slips
  • Transact Payments batch number

Confidential information, including credit card numbers and bank account numbers, must be masked prior to sending. Do not email a copy of the actual Transact Payment transaction.