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Wire Transfers

Read about electronic wire transfers, a payment method available to payees with a foreign bank account

Payment Services sends electronic wire payments to foreign payees with bank accounts that are not located within the United States and only when no other form of payment is accepted.

Are you in the right place?

  •       For travel-related wires, see Travel

Given the sensitivity and processes associated with the issuance of this payment, our financial partner charges a processing per transaction fee, making this UC San Diego’s most costly payment method. These fees are not passed on to departments or our payees. Payees may be charged an incoming wire transfer fee once the payment credits their bank account. These costs cannot be predetermined by UC San Diego nor are we responsible for paying these fees. Payees should contact their bank directly to find out what the incoming wire transfer fee may be. 

Wire transfer payments is a manual payment process; the turnaround time is 7-10 business days from the date the completed form is received. Once payment is processed in the bank, you will see the wire payment post in Oracle.

Wire Request Checklist

Ensure you have obtained the following prior to requesting a wire transfer on Services & Support

  • Ensure the payee is set up and active within Payment Compass.
    • Note: For foreign individuals receiving payments for scholarship/fellowships, royalties, and independent services (including honoraria recipients and performers) a Glacier request will need to be completed via Payment Compass. Glacier helps determine tax residency, tax withholding rates, and income tax treaty eligibility.
  • Purchase Order Wires
    • Request a purchase order in Oracle
    • Obtain a valid invoice. Note: A quote or estimate is not considered a valid invoice. Payment should be requested after services have been rendered or goods received.
  • Subaward Wires
    • Please refer to Khuali subaward guidelines before submitting your request.
  • Non-PO wires
    • Obtain a valid invoice. Note: A quote or estimate is not considered a valid invoice. Payment should be requested after services have been rendered or goods received.
      • If you do not have a valid invoice, obtain supporting documentation that explains the business purpose/reason for payment.
        • If an invoice number is not available, the Services & Support case number will be used to substitute the invoice number.
    • Requests for honorarium wires should provide the following:
      • Where services were performed
      • If they were in California or Not
      • Date of lecture
      • Detailed Business Purpose

If payment is requested in foreign currency, the exchange rate will be determined at the time of wire issuance within our banking portal.

Requesting a Wire Payment

In order for our team to provide a more transparent and efficient way of processing this payment method, a Services & Support E-Form is currently underway. In the interim, we have updated the Wire Transfer Request Form to accommodate the new CCOA string. Request the Wire Transfer Form at Services & Support

Select the following categories.

About: Banking, Cash & Card Products

Related to: Outgoing Payments

More Specifically: Issuing Wires & Drafts.

  1.     Request form detailed above
  2.     Once the form is obtained fill out the following required fields
      1.     Wire Request Type
      2.     Reason for Payment
      3.     Supplier Name and Site ID
      4.     Remit Full Address/City/Country
        1.     All international wires will require full Payee/ Beneficiary address details. Not providing a full address could cause a disruption in the wire payment and/ or cause the wire payment to be returned. This requirement is intended to mitigate fraud. 
      5.     IBAN and SWIFT/ BIC are required on invoices (European Community and some other countries). The following documents provide additional information needed to identify a currency code for a specific country. While there are a few exceptions, currency codes are typically composed of a country’s two-character internet country code plus a third character denoting the currency unit. Please select one of the following:
        1.     Payee Bank Account Number
        2. IBAN Number
        3. BSB/CLABE
      6. Bank Name
      7. Bank Address
      8. Swift/BIC Code
      9. Currency Type
      10. If USD, USD Amount to be wired
      11. If foreign currency, provide currency type (MXN,CAD) and select one of the following:
          1. USD Amount to be Wired In Foreign currency
          2. Foreign Currency Amount to be Wires.
      12. Line Item Dollar Amount 
      13. Common Chart of Accounts String 
      14. Requestor Name
      15. Department Approval Signature
      16. Ext
      17. Date

For more information regarding Bank Codes please see the following: 

Currency CodesUse this document to identify the currency type for your international payment.

Cross-Currency Payment Rules Resource GuideUse this document to obtain the  currency code and currency type as well as any additional required fields other than the ones noted on the Wire Request Form.

  1.  
Note: Leaving any part of the wire form blank or missing documentation may cause a delay in processing.
  1. Attach completed Wire Request Form to your Services & Support case.
  2. After submitting your case, a member from the Payment Services Team will update you with the status of your wire transfer.

Wire Transfer Exceptions

Wire transfer payments cannot easily be retracted or reversed. It is the department’s responsibility to ensure payment is owed and bank details are correct.

On a case-by-case basis, Payment Services can make an exception and remit a domestic wire transfer payment. Examples of exceptions include payments for escrow, etc. UC San Diego no longer remits draft payments.

Returned Wires

If a wire transfer payment is returned (refer to why my wire transfer payment is returned, below), the foreign bank may charge a returned wire fee. Fees determined on a case-by-case basis by the receiving financial institution. In this case, Payment Services will credit all the returned funds to the department. Payment Services is not responsible for returning the full initial requested amount. In cases where Payment Services made a mistake, the fee may be returned to the department. Returned funds will be posted to the departments CCOA

  • Example: A wire for $500.00 is sent to Mexico but the payee’s bank in Mexico returns it due to an invalid account number provided by the department. The beneficiary’s bank/payee charges a $ 50 fee for the processing of the return. Payment Services receives a credit of $450.00. In this case, the department will see the returned funds of $450.00. If the department decides to reissue this payment, a new wire transfer request must be submitted, and the department would have to fund the remaining $50.

Bank Codes

Bank codes are needed for requesting wires: ABA, IBAN, SWIFT/ BIC, BSB, and CLABE.

Required banking codes for wires:

  •       U.S. Banking Institutions require an ABA/ routing number
  •       Foreign Banking Institutions require the SWIFT/ BIC as well as the IBAN, in lieu of the account number or the BSB (Australia) + bank account number or CLABE (Mexico) + bank account number.

Chart of Accounts (COA)

The Financial Unit approver is anyone who oversees use of the Chart of Accounts string attached to a made transaction. Chart of Accounts or COA is what was formerly known as account indexes:

  •       For additional information regarding COA's please refer to the following PDF, this is an in-depth guide to COA's
If you have any questions on what to enter for the Financial Unit Information, please reach out to your fund manager.

Definitions

  • What is an ABA? The ABA (American Bankers' Association National Numeric System) routing number is a unique, 9-digit identifying transit number assigned to each bank.
  • What is the IBAN? The IBAN (International Bank Account Number) is a series of alphanumeric characters that uniquely identify an account held at a bank. It can be up to 34 characters long and contains at least one 2-character country code, 2 check digits, and the basic bank account number. The basic bank account number identifies the bank as well as the account holder. In printed format, spaces are inserted for readability (e.g., DE16 5003 3300 0532 0130 00).
  • What is the BIC or SWIFT? The BIC (Bank Identifier Code) is an 8-character code also known as the SWIFT address and is uniquely assigned to banks. Branch codes can be added to the BIC to further designate which branch of a bank should receive the SWIFT message. When a branch code is added, the BIC has 11 characters (e.g., BARCGB22 or DEUTDE3B400).
  • What is the BSB? The Australian BSB (Bank/ State/ Branch) code is a 6-digit code that precedes the actual bank account number. The first 3 digits represent the bank institution code, and the last 3 digits represent the actual branch code for the beneficiary account. The BSB code is required for all wires going to Australia.
  • What is the CLABE? The CLABE (Clace Bancaria Estandarizada) is a banking standard for the numbering of bank accounts in Mexico. This standard is a requirement for the sending and receiving of international transfers since June 1, 2004. The CLABE account code has 18 digits which always contains the payee's bank account number. The CLABE code is required for all wires going to Mexico.

Wires FAQ

Can I send a domestic wire payment to a domestic bank?

We do not typically allow domestic wire transfer payments. On a case-by-case basis, Payment Services may deem this allowable. Prior approval is required by submitting the details of the request via Services & Support.

Can I submit a wire invoice through Payment Compass?

Not at this time. Payments requiring a wire transfer must follow the wire transfer request process, which includes the completion of a wire transfer form. Submit a Service and Support case for a wire transfer form.

What does the status of Paid by Wire mean in Payment Compass?

Note: Payment Compass is not providing a status of Paid by Wire at the moment. This note will be updated once this issue has been resolved.

This means the wire transfer payment has been issued and the transaction is posted to the department’s operating ledger. If a confirmation number is needed, submit a Services & Support case and request a TRN. 

What is the minimum amount I can send for a foreign wire payment request?

$50.USD. Wire transfer payments are manual and require multiple resources to process regardless of the dollar amount. UC San Diego also incurs a per wire transfer fee plus the payee may get charged an incoming wire fee from their receiving bank. Due to these considerations we do not process payments under $50 USD.

Can the Payee fill out the wire payment request form?

The payee/supplier can fill out the top portion of the wire form and return that completed form to the department. The bottom portion of the wire payment request form must be completed by the department.  The submission of the wire transfer payment must be submitted via Services & Support by the department.

Can the Payee submit a wire payment request form via SNOW?

No, they can only be submitted directly from the department.

Who is authorized to sign the department approval signature on the wire form?

An employee within the BUMT, fund manager, MSO/DBO, anyone appointed as authorized by the department.

Who is authorized to sign the department approval signature on the wire form?

An employee within the BUMT, fund manager, MSO/DBO, anyone appointed as authorized by the department.

How long does it take for a wire payment to reach the payee’s bank account?

Once the Services & Support case is closed, the Wire Request Form is routed for review. Once approved, the payment is input into the bank, processing time varies at the discretion of the payee’s bank institution.

How long does it take for a wire payment to post to the department’s operating ledger?

Once payment is processed in the bank and Payment Services receives confirmation, the payment will appear in Oracle and will post to the ledger.

Is there a way to track or get a tracking number for the wire transfer payment request submitted?

No. Unfortunately, we are not provided a tracking number by our financial partner at the time of wire issuance. If you need a payment confirmation number also known as a TRN.

How do I obtain the TRN number to confirm that the wire payment was completed?

You can confirm that a payment has been completed by looking up the invoice number in Oracle and seeing that a payment has been applied. In order to obtain the TRN, submit a Services & Support case.

Can a wire payment be cancelled?

Wire transfer payments cannot easily be retracted, reversed or cancelled. Please ensure all wire transfer requests are valid prior to submitting a request. If a payment is made in error, return of the funds is not guaranteed and the department is responsible for the loss.

A foreign payee received a check but cannot cash it and would like a wire transfer payment instead, what should I do?

The department will need to submit a Services & Support case to request the check to be cancelled and reissued via wire payment. Once the check has been cancelled, the requestor will be provided with a Wire Request form and the case will be transferred to the wire processing agent who will be able to further assist you in processing a wire request for this payment.

What do I do if my department sent a duplicate wire payment in error?

The department needs to contact the payee immediately to request they either decline from accepting the funds into their account OR ask the payee to send the funds back to UC San Diego. Department is responsible for all fees incurred (submit a Services & Support case for further assistance).

If a payee bills us in foreign currency, can we pay in US Dollars?

No, the wire form will need to be completed in foreign currency. * The conversion rate is determined by our financial partner at the time of wire payment. The rate is not determined prior to payment submission.

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.