Student Finance Solutions Operations in Response to COVID-19

  • March 23, 2020
Updated September 13, 2021.

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 Student Finance Solutions (SFS) – which includes Student Accounts, Payment Solutions & Compliance, and BruinCard Center – have been temporarily amended, may be delayed, and/or suspended.

SFS management would like to advise you about procedures and service hours that are effective immediately.

Student Accounts Office

Inquiries: Message Center

Phone: (310) 825-9194, Monday - Friday, 9am-11am and 1pm-3pm

Window Service: Resuming January 18, 2022, 1121 Murphy Hall, 10am - 12 pm and 1pm - 3 pm, Monday - Friday

Third Party Sponsorship Inquiries: thirdpartysponsors@finance.ucla.edu

COVID-19 Financial Aid Disbursements:

Refund Type Description Notes
BruinDirect Direct deposit made to customers with a U.S. bank account. Receive funds within 2-3 business days of the refund posting to BruinBill. Enroll on BruinBill under My BruinDirect

Refunds posted to BruinBill after you enroll will be disbursed via BruinDirect.

BruinDirect FAQ

Western Union Global Pay

Submit Western Union's Global Pay Foreign Transfer Request to have your refund distributed via an electronic fund transfer to a foreign bank account. Please note that processing these requests may take 6-8 business days.

 

Western Union Retail Payment

Submit Western Union's Retail Cash Disbursement Request to have your refund distributed via cash pick-up. Please note that students will be required to visit a Western Union Retail location in person.  You may be eligible for this refund method if Western Union Retail locations are available in your country and you have a government issued identification in order to collect funds.

 
Paper Check

If you are not enrolled in either BruinDirect or the Western Union options, your refund method will be defaulted to a paper check. A paper check will be mailed to the mailing address registered with the University. Please note that UCLA is not able to mail checks internationally. Due to COVID-19 impacted delays with mail services and reduced campus operations, a paper check will require additional time to reach the U.S. mailing address registered with the University.

Students should update their official address on MyUCLA under Settings.

Other Processes:

Process

Changes

Notes

Walk-Up Window Services, Phone Services

Window Services are available 10am - 12 pm and 1pm - 3 pm, Monday - Friday

Phone services are available Monday - Friday, from 9am-11am and 1pm-3pm

Resuming January 18 2022
Window Services held at 1121 Murphy Hall

Phone: (310) 825-9194

Expedited Vendor Checks

Discontinued

Payee/Dept. setup electronic option with AP

Tuition Payment Deadline

Fall Quarter 9/20/21 at 5:00 p.m. online

Questions via Message Center

BruinPay Plan Enrollment Deadline Fall Quarter 9/20/21 at 5:00 p.m. online 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)

Window services are available 10am - 12 pm and 1pm - 3 pm, Monday - Friday

 

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

 

Audit of Petty Cash & Change Fund

No physical attestation; No new opening or closure of accounts

 

Ch. 33 VA Debt Letter Processing

Registrar will initiate process, followed by Student Accounts

 

Gift Card

Physical gift cards and eCodes are available

Dual Custody will be maintained using Zoom to be scheduled by Student Accounts

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Payment Solutions & Compliance

Inquiries: Message Center

Phone: (310) 794-5333, Monday - Friday 10am-2pm

Window Service: 1125 Murphy Hall, 10:00 a.m. - 2:00 p.m., Monday - Friday

Process

Changes

Notes

Walk-Up Window Services, Phone Services

Open from 10 a.m. to 2 p.m.

Additional information may be obtained through the Message Center

Tuition Payment Deadline

Fall Quarter 9/20/21 at 5:00 p.m. online

Questions via Message Center

Receiving/Processing Live Checks (Account Payments)

Checks received during the reduced window hours will be processed by PSC

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.

 

Mail – received daily

Mail is received Monday-Friday

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

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BruinCard Center

Inquiries: Message Center

Phone: (310) 825-2336, Monday - Friday 10am-12 pm and 1pm-3pm

Appointment/Walk-in Service: 123 Kerckhoff Hall, Monday - Friday 10am-12 pm and 1pm-3pm
 

Process

Changes

Notes

Window Services,
Phone Services

Phone and window service is available from 10am-12 pm and 1pm-3pm, Monday - Friday

Appointments are preferred and can be made using the BruinCard website.

Walk-In / Appointment Service Hours

Emergency Card Replacement

By appointment only; Submit request through BruinCard website, prefaced with “Urgent”; BruinCard will schedule card pickup at 123 Kerckhoff Hall – 1st floor between 10am-12 pm and 1pm-3pm, Monday - Friday.

Cardholder must upload government-issued ID for verification; Replacement fee managed via BruinCard Stored Value account

Cash Deposits & Visitor Card Purchases via PHiL Kiosks

Limited availability

Utilize web deposit process

Job Walk for BruinCard Door Readers

Limited availability

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 SFS’ ability to keep services running as close to normal as possible.