The finance team (administrative coordinator and financial analyst) assists department members with reimbursements for expenses related to UC business that they have paid for with personal funds. UC Berkeley uses this website to process reimbursements. You are encouraged to submit your own requests for reimbursement using this system. Job aids and training videos for direct entry can be found here for travel, entertainment, and other. The administrative coordinator can prepare expense reports on your behalf, but time to reimbursement is considerably longer. General information on these topics is available at the Controller's website.
All reimbursement requests require the following documentation:
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Business purpose
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Itemized receipts showing proof of purchase in your name (if you do not have the itemized receipt, please complete this form)
Reimbursement requests are categorized by type:
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Travel (airline tickets, ground transportation, lodging, entertainment while traveling on UC business)
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Entertainment (breakfast, lunch, dinner, light refreshments, bulk food and beverages)
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Other (books, course materials, office supplies, computer supplies, conference fees, professional memberships, etc.)
Different policies govern each type of reimbursement:
Travel (more information is available here)
Travel reimbursements cannot be processed until after the trip is over. They must be submitted to the department within 30 days of completion of the trip so that the department has time to meet the UCOP requirement that all travel reimbursements be submitted within 60 days of travel.
Entertainment (more information is available here)
Entertainment reimbursements cannot be processed until after the event is over. They must be submitted to the department within 30 days of completion so that the department has time to meet the UCOP requirement that all entertainment reimbursements be submitted to them within 60 days of the event.
You must submit a guest list of who attended the event including the guests’ names and affiliations.
Per-person Maximums (including costs for labor, sales tax, delivery charges, and other service fees) are published on the Controller’s website
Other (non-travel and entertainment) reimbursements (more information is available here)
Computer (desktop, laptop, or tablet) orders should be placed directly through BearBuy and coordinated with ITCS to include the campus-managed software. Please see their Computer Hardware Purchasing page for more information. If there is an emergency need that cannot be addressed via a BearBuy purchase, and you are seeking reimbursement for the purchase of a computer, you must complete and sign this form when submitting your request for reimbursement.
While the 60-day UCOP requirement is not in place for reimbursements for other purchases, please submit them in a timely manner. All general reimbursements must be submitted within the same calendar year that they were purchased.
Reimbursement is only permitted for goods required for UC business, never for services. If you have a need to purchase any services, please review this page and contact Joemari Cedro when you are ready to proceed with your order and before any services are rendered.