Monday, March 23, 2020
From: Allison Baird-James, Associate Vice Chancellor/Controller
Subject: Business & Finance Services Operations in Response to COVID-19
Colleagues:
In alignment with UCLA campus safety measures relating to the COVID-19 crisis and California’s Safe at Home directive, some financial operations and procedures for UCLA Business & Finance Services (BFS) – which includes Student Accounts, Payment Solutions & Compliance, and BruinCard Center – have been temporarily amended, may be delayed, and/or suspended.
While most services are being transferred to the MyUCLA Message Center, BFS management would like to advise you about new procedures that are effective immediately.
Please share this information with your colleagues.
Inquiries: Message Center Phone: (310) 825-9194, Monday, Wednesday, and Friday, 10am-12pm and 2pm-4pm* *Phone service unavailable 9/23 and 9/25 due to high volume of inquires. Third Party Sponsorship Inquiries: [email protected] COVID-19 Financial Aid Disbursements:
Other Processes: | |||||||||||||||
Process | Changes | Notes | |||||||||||||
Walk-Up Window Services, Phone Services | Window services are closed. Phone services are available Monday, Wednesday, and Friday from 10am - 12pm and 2pm - 4pm. | Services available through Message Center Monday - Friday from 9am-4pm. | |||||||||||||
Expedited Vendor Checks | Discontinued | Payee/Dept. setup electronic option with AP | |||||||||||||
Tuition Payment Deadline 9/20 | New deadline 9/25 | Questions via Message Center | |||||||||||||
| BruinPay Plan Enrollment Deadline 9/20 | New deadline 10/1 | Questions via Message Center | |||||||||||||
BAR Refund, Stop Payment, Reissuance Requests | Redirected to Message Center | Refund option through BruinDirect instead of paper check | |||||||||||||
Student Name Only Check Pickup (Scholarship Checks) | Student Accounts will schedule an appointment with students through the Message Center | ||||||||||||||
Financial Aid Overaward Installment Account Processing | Online submission form with e-signature via Message Center | Student must make initial payment with BruinBill instead of cash payment | |||||||||||||
Bankruptcy Processing | Limited mail pickup |
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Audit of Petty Cash & Change Fund | No physical attestation; No new opening or closure of accounts |
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Ch. 33 VA Debt Letter Processing | Registrar will initiate process, followed by Student Accounts |
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Gift Card | Replaced with electronic gift cards (eCodes) | Dual Custody will be maintained using Zoom to be scheduled by Student Accounts |
Payment Solutions & Compliance Inquiries: Message Center Phone: (310) 794-5333, (Monday - Friday 10am-2pm) | ||
Process | Changes | Notes |
Walk-Up Window Services, Phone Services | Open from 10 a.m. to 2 p.m. Security guard will provide escort at 1125 Murphy Hall for window service | Additional information may be obtained through the Message Center |
Tuition Payment Deadline 9/20 | New Deadline 9/25 | Questions via Message Center |
Receiving/Processing Live Checks (Account Payments) | i) Checks received during the reduced window hours will be processed by PSC ii) PSC will process payments deposited in the mail-slot at 1125 Murphy Hall | Possible delay in check processing and payment application |
| Live Checks Received by UCLA Departments | i) CASHNet cashiering locations should follow their regular business procedures for sending live check payments to the bank (Brink's services) ii) Non-CASHNet cashiering locations may follow MDDS guidelines for sending their live checks to PSC for processing | View Timely Collection and Deposit of Live Checks from Unopened Mail communication.
View Department Instructions for Received Live Checks communication. |
Receiving and Processing Cash Payments | Cash will only be received during the reduced window hours from 10 a.m. to 2 p.m. |
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Mail – received daily | Mon/Wed/Fri effective 3/23/2020 | Possible delay in processing |
Cash Disbursement (Petty Cash & Change Fund) | Scheduled through Brinks between 10 a.m. and 2 p.m. | May explore other non-cash options like electronic gift cards (eCodes) |
Gift Card | Physical gift cards and eCodes are available | Dual Custody will be maintained using Zoom scheduled by Student Accounts |
Inquiries: Message Center | ||
Process | Changes | Notes |
Walk-Up Window Services, Phone Services | Effective, Monday, April 27, 2020 – Open from 10 a.m. to 2 p.m. Monday, Wednesday, and Friday. Window service is by appointment only using the Message Center. Appointment center is at 1125 Murphy Hall – 1st floor. Security guard at Murphy Hall will provide escort to the 1st floor to maintain social distancing | Preference is the Message Center |
Emergency Card Replacement | By appointment only; Submit request through Message Center, prefaced with “Urgent”; BruinCard will schedule card pickup at 1125 Murphy Hall – 1st floor between 10 a.m. and 2 p.m. Monday, Wednesday, or Friday; Security will provide escort to the 1st floor to maintain social distancing | Cardholder must upload government-issued ID for verification; Replacement fee managed via BruinCard Stored Value account |
Cash Deposits & Visitor Card Purchases via PHiL Kiosks | Discontinued | Utilize web deposit process |
Job Walk for BruinCard Door Readers | Discontinued | If urgent, use the Message Center and preface the message with “Urgent” |
Disabling Door Access in an emergency (new process) | Submit request through Message Center, prefaced with “Urgent” |
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As we adjust to these new practices and procedures in response to the COVID-19 pandemic, we will continue to share regular updates through email and on our websites as required. The information shared above demonstrates that while many of our duties can be completed remotely, certain daily operations must continue to be conducted on campus. We are confident in the MyUCLA Message Center and BFS’s ability to keep services running as close to normal as possible.
The COVID-19 crisis is testing all of us in many ways. While we will do the best to complete transactions in a timely manner, unforeseen delays may arise. Thank you for your patience, flexibility and cooperation during this challenging set of circumstances.
Sincerely,
Allison Baird-James
Associate Vice Chancellor/Controller
UCLA Corporate Financial Services