Download Getting the money from your award

IMPORTANT INFORMATION ON GETTING HOLD OF THE FUNDS YOU HAVE BEEN AWARDED
FOR INTERNATIONAL WORK
1. Decide whether you want the award directly deposited to your bank account or sent
by check to your home.
a. If your direct deposit is set up correctly (see 1b below), the award will be
sent to your bank. If not, you will receive the award by mail to the address
that you have given the Registrar (see 1c below)
b. To get a direct deposit award: Check in with Financial Aid and Controller’s
Office - http://controller.ucsf.edu/students/ to make sure you have direct
deposit set up in all the systems; ask them if your direct deposit will work if
you get a stipend from Financial Aid, and if it will work if you get a
reimbursement check from Accounts Payable. Sadly, these systems don’t talk
to each other at this time.
c. To get your award by mail: Please be sure that your address is current with
the Registrar; it feeds into the Accounts Payable system, and if you get paid
by check, it will get mailed to the address that the Registrar has on file. If you
have not updated your address with the registrar, your check will be sent to
your old address and it may be difficult for you to get hold of it.
2. Pay attention if your award requires you to turn in receipts:
a. Most RAPtr awards do not require receipts but be aware of this possible
issue. Ask, if your award letter is not clear regarding receipts.
b. Receipt requirements: The receipts must show YOUR NAME, WHAT YOU
PURCHASED (for example the visa to enter China), COST, and PROOF OF
PAYMENT. We’ve had issues with the receipts for the visas. Everything they
send is missing the “payment confirmed” line that shows you paid, and what
you used to pay (cash, credit card, check). If you cannot get such a receipt,
you can print a copy of your credit card statement or bank account
statement that shows the charge. Before you turn that in, you must get rid of
all other unrelated information on the page. You must black out with a
Sharpie or Adobe Acrobat (which has a redacting tool) your address, account
information, and all other charges that appear on the statement. Just leave
your name, last 4 digits of the card or account, and that one item on the
statement showing that you paid for the visa or other expense.
c. When purchasing airfare if you will need a receipt, please purchase directly
from the airline or through the UC-approved vendor Connexxus. Accounting
wants to be able to see details (that it’s an economy ticket, what the taxes
are, etc.); and Orbitz or other on-line travel services often doesn’t show that
information. Also, if you buy your ticket from a third party and run into
trouble, needing to modify your flight, it’s much more difficult to get the
reimbursement. Sometimes one can search for flights via the on-line travel
services, and then book directly with the airline for a similar cost. The receipt
requirements also hold for airfare purchases – make sure the receipt shows
proof of payment, itemized cost (taxes, total cost), what you purchased
including flight times, and that it has your name on it.
d. Do not purchase a package including airfare and hotel. This is because such
vendors do not typically itemize expenses and the university will not accept
the package receipt.
e. If lodging is an expense you will be reimbursed for: Travelers who purchase
lodging through on-line travel services must make sure they obtain a receipt
showing proof of payment, cost, what you purchased including dates of
lodging, and that it has your name on it. Accounting needs to see that no
other un-allowed charges (like show tickets or alcohol) are included on the
lodging receipt.