Check Ordering Instructions

USCIS has announced that effective October 28, 2025, they will only accept payments via ACH or credit card. After consulting with UC San Diego’s IPPS, our business office, and colleagues at other UC campuses, we have determined the most efficient and compliant way forward is for ISEO advisors to process USCIS fees directly using P-Cards.

This means that departments will no longer need to order USCIS checks for H-1B requests. Going forward, ISEO will collect both the USCIS filing fees and the ISEO processing fee at the same time via recharge. See screenshots below showing the updates that will be implemented to ISEO's payment system.

• By Friday, 9/26/2025 at 12:00 PM (noon)
  • Departments should continue to submit requests for USCIS checks to IPPS for any H-1B cases submitted to ISEO by the September 26, 2025 (12:00 PM noon) deadline.
    • Departments should not submit new requests to IPPS for USCIS checks after this deadline.
    • ISEO understands that there is an approval process. USCIS checks requested from IPPS by the 9/26/2025 noon deadline will still be accepted.
  • Any H-1B requests which have already been submitted to ISEO by this deadline will be reviewed by advisors to determine if the provided USCIS checks will be used or if we will transition to using P-Card for the specific request.
• After Friday, 9/26/2025 at 12:00 PM (noon)
  • Departments should stop requesting new USCIS checks.
  • Any checks already in ISEO’s possession will either be used (if eligible under the cutoff date) or canceled through IPPS. We will contact the department prior to taking any action.
  • ISEO's payment system will contain new option to select USCIS fees for any requests that require payment to USCIS.
• Tuesday, 10/28/2025
  • USCIS’s hard deadline: USCIS will no longer accept paper checks.
  • From this point forward, all USCIS fees will be paid by ISEO via P-Card and collected from departments through recharge.

Key Takeaway

• Stop ordering USCIS checks after 9/26/2025 (noon).
• ISEO will review in-progress cases and let you know if checks can still be used.
• Starting 10/28/2025, all USCIS fees will be paid by ISEO via P-Card and recharged to departments.

Questions?

If you have questions in the meantime, don’t hesitate to reach out to the ISEO scholar advisor based on the scholar's last name.

Steps for Submitting ISEO and USCIS Fees via STOVA

Important: Departments will need to complete the STOVA form twice—once for the ISEO processing fee and a second time for the USCIS filing fees.

1. Go to ISEO’s payment system (STOVA).
2. First submission – ISEO Processing Fees:
   • Select the ISEO processing fee(s), for example "H-1B Specialty Occupation Worker" or "RUSH and H-1B Specialty Occupation Worker"
   • Enter the recharge information
   • Save the confirmation email you receive.
3. Second submission – USCIS Filing Fees:
   • Return to STOVA.
   • Select the "USCIS Filing Fees: ______" option for the request type
   • Choose the appropiate USCIS filing fee(s) you are authorizing ISEO to use for the request.
   • Enter the recharge information.
   • Save the confirmation email you receive.
4. Provide both confirmation emails to your financial manager for recordkeeping.

Preview

ISEO payment system updates that will go live after 9/26/2025 (noon)

USCIS Checks Ordering Instructions

• Go to the Services and Support 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 navigation bar, 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 held for ISEO to pickup from IPPS.  
  • Please diregard the following language on the payment request 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." 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 (instructions below).

• 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 Name: You must copy/paste or search for “U.S. Department of Homeland Security"
• 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 from drop down.
• Supplier/Payee Payment Address: The system should auto generate "U.S. DEPARTMENT OF HOMELAND SECURITY"

• Payment Type: Select "Visas"
• What is the visa type: Enter the visa/request type, for example H-1B, I-140, Permanent Residency, etc.
• What is the visa applicant's name: Enter the Scholar name. 
• Where should this check be sent to (address or UCSD mail code): enter "[insert scholar's full name]; Hold for pickup by ISEO"
• Total payment amount: Enter the amount for the individual check.
  • All check amounts must be rquested separately, 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 ISEO advisor with questions.
• Information to be included in payee remittance detail:
  • Include the type of visa/request, the international scholar's complete name and indicate "Hold for pickup by ISEO"
  • ISEO receives many USCIS checks, as such this section is critical because it indicates which Faculty/Scholar the check is meant for. 

• Have you attached supporting documentation(s), invoice(s), or receipt(s): Indicate Yes, as you will need to complete and upload the Supplemental IPPS form. 
• Additional comments: 
  • Include the following text to ensure ISEO is notified when the checks are ready for ISEO Staff to pickup "Hold for pickup by ISEO."
    • This language must be included in order for checks to be placed on hold for ISEO to pickup the checks from IPPS. Otherwise we will not be notified the checks are ready for pickup. 
• Payment COA / POETAF: Click Add
  • 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, Payment Amount (amount for check being requested), Project, Task number, Expenditure date, Expenditure type, Award number (if any), Funding source (if any).
• Validate Chart Strings: you will need to click on Validate Chart Strings button to have oracle system validate the financial information provided.
  • Please note that when you upload the required Visa IPPS supplemental form, the validation resets, we encourage you to upload the PDF first then validate.
• Add Attachment/Upload: Complete and upload: Visa IPPS supplemental form  
  • Please note that there is a section titled "address where check is to be sent" on the attached form - please enter "HOLD for ISEO pickup"" 
• Submit
• If you are ordering multiple checks,
  • After you click submit for a check you ordered, you will be automatically taken to the My Tickets section of Services & Support.
  • Click Get Help & Request Service on the top navigation bar of the page
  • On the left side navigation bar, in the Categories section, select Invoices and Payables
  • Then proceed with the steps listed above again.