Reimbursements & Payments
Reimbursements and Payments:
Requests for reimbursement should be submitted here. This system should be used for costs associated with travel, entertainment, supplies, conference registration, computers, memberships, and more. Please select Katie Robertson as your preferred approver when submitting your reimbursement request. You can find your chartstring and fund balance on PI Portfolio or please email Katie with any questions. If you have any general questions about reimbursements, please email Katie and Eve at firstname.lastname@example.org. Please keep in mind that all service related expenses (services include paid labor, such as laptop repairs, film processing, translation, editorial work, etc.) will need to go through BearBuy and the vendoring process tends to take at least a few weeks. A Purchase Order in BearBuy must be created prior to ANY work being completed.
For details on allowable reimbursements, please see Entertainment Policy in a Nutshell. Additional information on required documentation is located here. Please view this PDF for step by step instructions on how to submit an entertainment reimbursement request or view this video for additional information.
For details on allowable reimbursements, please see Travel Policy in a Nutshell. Please view this PDF for step by step instructions on how to submit a travel reimbursement request or view these videos for additional information.
The new types of expenses you can submit are those covered in UCOP Policy BUS-43 and include lab supplies, conference registration, office supplies, computers, memberships, office relocation, and more. There is a list of the most common expense types in this category on the Controller’s Office website. Please view this PDF for step by step instructions on how to submit an other reimbursement request or view this video for additional information.
Entertainment Vendor Payment Request
Direct Bill ID (Prepayment for Travel):
Faculty in Rhetoric, Film & Media and History of Art can request a Direct Bill ID to be generated for either themselves or a sponsored guest by clicking here. Once the Direct Bill ID has been created, it will be emailed directly to the traveler and they will be able to contact UC Travel either via phone 877-885-8632 (within U.S.) or 818-238-4445 (outside the U.S.) or email: email@example.com to book their trip. This will allow the department to provide payment for the airfare so that the traveler does not need to pay out of pocket and wait to be reimbursed.
Faculty in Rhetoric, Film & Media and History of Art can request by submitting your request an honorarium payment for a guest speaker here. Please note your visitor may need to be first set up as a Vendor in order to be paid. You can find additional information here.