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Check Ordering Instructions

Please Verify Check Amounts: The Department of Homeland Security checks must all be separate and for specific amounts. Please see information on check amounts before making check requests as incorrect checks will delay submission of the request.

The Department of Homeland Security checks must all be individually issued for specific amounts, as such you must go through the steps below for each check. 

 

How to get to the Payment Request Form
  • Go to the Budget & Finance page ( https://support.ucsd.edu/finance)
  • Click on Get Help
    • The system may direct you to sign on using your Active Directory credentials
  • On the left side, in the Categories section, select  Invoices and Payables
  • Select Payment Request
  • You will be directed to a payment request form which will allow you to request USCIS checks to be issued and distributed to IFSO. 
    • The following language on the payment request form does NOT apply to UCSD Health Sciences, it applies to UCSD Health Systems (financial unit 4 or 5). If you are UCSD Health Sciences staff, please proceed to complete the Services & Support -  Payment Request Form (screenshot below). We are currently working with payment services team to have this language clarified on the form.
"UCSD Health employees, DO NOT use this process but rather contact  HCDisb@health.ucsd.edu for how to issue payments and employee reimbursements not related to travel or events."
payment request form
  • Requested by: This will autopopulate to the person submitting the form (the department admin submitting the request)
  • Requested by Email: Should autopopulate with the email of person submitting the form (the department admin submitting the request)
Supplier/Payee Information
  • Supplier/Payee Name: You must copy/paste “U.S. Department of Homeland Security" for the system to populate the supplier correctly.
  • Supplier/Payee Number: the system should auto generate the supplier number, 25335
  • Supplier/Payee Site: Select PAYMT CK 1 U.S. DEPARTMENT OF HOMELAND SECURITY.
  • Supplier/Payee Payment Address: The system should auto generate "U.S. DEPARTMENT OF HOMELAND SECURITY"
  • Is this payee a current or separated employee: Options available are none, yes, or no. If the scholar is not currently an employee, "none" would be the most appropriate selection
Payment Information
  • Payment Type: Select "Visas"
  • Business purpose for payment: Enter the visa/request type
    • For example H-1B, I-140, Permanent Residency, etc.
  • Total payment amount: Enter the amount for the individual check.
    • All check amounts must be rquested separately so you will have to make separate requests for multiple checks.
    • Please also confirm that you are requesting the correct check amount.  For H-1B requests, see information on check amounts  or contact an IFSO advisor with questions.
  • Information to be included in payee remittance detail:
    • Include t he type of visa/request
    • The international scholar's full name (as appears on passport)
    • Where to mail the check
Example of what should be submitted in this section: 
H-1B Visa; < insert scholar's full name >; mail to < insert IFSO immigration advisor's name > home address
Helpful hint: IPPS has the IFSO immigration advisors' home addresses on file. You do not need to type in the physical address; this statement is used as a note/action item to IPPS admin to mail it directly to the corresponding IFSO immigration advisor's home address. 
 
Breakdown by Scholar Last Name Advisor Name
A - G Dalia Alshamas
H - N Marie Manlapaz
O - W Lucas Olson
X - Z Nallely Garcia
Faculty H-1B cases hired through a national recruitment and I-140 Immigrant Petition via Labor Certification Sandra Vargas Tinoco
ALL TN and E-3 Roark Miller
    • Chart of Accounts Information: You will need to enter the financial information below.  Please contact your department fund manager for Chart of Accounts inquiries; questions regarding the form should be directed to paymentservices@ucsd.edu
      • Financial Information: Entity, Fund, Financial Unit, Account, Function, Program, Location, Project, Project name, Expenditure date, Expenditure type, Task number, Award number, Funding source, and Payment Amount.
  • Additional comments: 
    • Include the following text to ensure the international scholar's name and visa type are printed on check:  " please include notes section (scholar information) for each check submitted "
  • Add Attachment/Upload: Complete and upload  https://ipps.ucsd.edu/_files/payments/forms/Visa_4.0.pdf 
    • Please note that there is a section titled "address where check is to be sent" on the attached form - please enter "mail to [insert IFSO immigration advisor's name] home address;" 
  • Submit
***Reminder: all checks must be issued separately for each fee***

Frequently Asked USCIS Check Ordering Questions

Can the IFSO fee be paid with a check?

IFSO's fee's must be paid via our Online Payment Form which allows for payment using recharge (POET/AF) information. IFSO is entirely self-funded and must rely on fees charged to departments for its services in issuing documentation for international scholars to pursue exchange program activities or employment at UC San Diego. 

USCIS fees must be paid using checks which can be requested by a department from disbursements using the instructions listed above. This allows the department to enter financial (Chart of Accounts Information) information.

Can the USCIS fees be requested as one check?

Each USCIS fee MUST be issued as a separate check. USCIS sends each check to a different department for processing. Cases with all fees submitted as one lump sum check payment will be rejected by USCIS causing processing delays.

Disbursements will be issuing the physical check(s), how do I provide the check(s) to IFSO?

You do not need to include the IFSO Advisors address, the advisor name is sufficient. 

Disbursements has IFSO Advisors home addresses, they will mail the physical check to the IFSO advisor noted in the "Information you want remitted to payee such as an Invoice Number or Receipt Number:" section when requesting a check. See check ordering instructions in the section above.

Example of what should be submitted in this section: H-1B Visa; <insert international scholar's full name>; mail to <insert IFSO immigration advisor's name> home address.

How do I verify my check status?

Checks go through the Services & Support (Budget and Finance) Department (and not IFSO). 

For updates with regards to the status of your check(s), please refer to the case number that you received after submitting your initial request and respond to that email directly to request your check status updates.

IFSO Advisors will confirm via email when they receive the checks from Disbursements.

IFSO asked me to rush request the USCIS checks, how is that done?

For those checks that are a "rush," please contact paymentservices@ucsd.edu for your check status requests; include the following information:
  • Case number (the number assigned after submitting your initial check request - each check should have a separate case number)
  • Subject line: <insert Case Number> Inquiry: Checks Status and <international scholar's name>

Where can I find the the required Integrated Procure to Pay Solutions Visa Form?

The required Integrated Procure to Pay Solutions Visa Form can be found at: https://ipps.ucsd.edu/_files/payments/forms/Visa_4.0.pdf