Centralized Payment Receipting

The Bursar's Office conducts centralized receipting of all payments made to UMass Chan in the forms of cash, checks, or EFT. All these payments should be sent by the payers directly to the Bursar's Office (in person, via US mail, or electronically), unless being prior approved with privilege to be sent to the department first (for more details, see section "Payments Received by Department”). Centralized receipting assures that payments are processed by a standard set of control objectives in a timely manner.

  • Remit-to-address to mail check payments

UMass Chan Medical School
Bursar's Office, S1-802
55 Lake Avenue North
Worcester, MA 01655

  • Paying via EFT (ACH or wires)

Departments should contact the Bursar's Office for UMass Chan banking information and further instructions on receiving a payment via EFT (ACH or wires).

Payment Identification

The Bursar's Office is not a billing/invoicing party and relies on the billing/invoicing department to provide information about the payments to process payment accurately and timely into the accounting system. Department should initiate the contact with the Bursar's Office before receiving payments.  It is the department's responsibility to notify the Bursar's Office about its incoming payments and provide speed type, account code, and required backup prior to the arrival of the payment.

Department should establish a unique payment identifier on their invoice (such as Invoice#) and require its payer(s) to always include such identifier on the payments to UMass Chan (e.g., on check stub/check memo, on EFT payment description). Good examples of unique payment identifier include:

  • receipting speed type
  • department name or program as invoice prefix
  • unique identifier for the department/program

For EFT payments, if the payer sends out payment notifications, please ensure at least one of the Bursar's Office staff members is included as the notification recipient.

Bursar's Office - Processing payment receipts

Unless extra time is needed to research, all payments are receipted by the Bursar's Office within 24 hours after the payments are received. Payment receipts are fed to UMASS PeopleSoft Finance system (the General Ledger) daily, under journal source code CR and with journal numbers starting with CR.

General guidelines on GL chartstrings used for payment receipting:

  • All grant payments are receipted to Grant Accounting clearing account by the Bursar's office and then re-classed by Grant Accounting to their respective grant destination in the GL. To locate grant payment, department should first contact its designated grant accountant before reaching out to the Bursar's Office.
  • All donations are receipted to the Advancement Office's clearing account by the Bursar's office and then re-classed by Advancement to their respective destination in the GL. To locate donation payment, department should first contact the Advancement Office before reaching out to the Bursar's Office.
  • In general, payments should NOT be deposited to these funds: AIF, RTF, or State allocation. Any payment questions in relation to these funds, please contact the Bursar's Office first.
  • In general, expense account codes CANNOT be used to receipt payments, unless the payment is a refund or reimbursement. When requesting a refund/reimbursement payment, the department is responsible for providing the Bursar's Office with the Finance report showing the original expense, as well as backup proving the nature of the refund/reimbursement payment.

To learn more about centralized payment receipting by the Bursar’s Office: