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.
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. |
| 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 |
|
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 |
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 |
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 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. |
|
|
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” |
|
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.
