The documentation listed below is required for efficient processing of your specific request type. Review this page before submitting your request, or contact us with questions.
- Entertainment Reimbursement / Payment Request
- Gather event receipts/invoices, in electronic format (i.e. meal, refreshment or catering vendor receipts/invoices).
- Complete and scan the Entertainment Payment Request form
- Event host – individual must be present at the event and certify expenses and business purpose via signature on form or electronic certification.
- Submit your request in the ERSO Intranet.
- Events – Meetings & Entertainment
- Payment Request
- Gather required receipts, in electronic format, if necessary.
- Submit your request in the ERSO Intranet
- Upload the completed form(s) with your request, if necessary.
- Cash Awards / Prizes
- For Vendors:
- Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
- Announcement of winner (i.e. flier or website) with prize amount.
- For Students and Non-Affiliated Individuals:
- Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
- Announcement of winner (i.e. flier or website) with prize amount.
- Per BFB-G42, all cash prizes to individuals require exceptional approval from Dean or other delegated official.
NOTE: Cash prizes of $600 or more are taxable to the recipient.
- For Vendors:
- Honorarium
- Complete Honorarium Recipient Employment Status Worksheet
- Copy of flyer/lecture announcement or invitation letter, if applicable.
- Supply Reimbursement
- Itemized Receipt
What constitutes a receipt? A receipt is a payment document showing date of purchase, name of vendor/store, amount paid, description of goods purchased, and evidence payment was made (e.g., zero balance or marked "Paid").
- Itemized Receipt
- Bus and Charter Vehicle Services
- The University’s current preferred contracted providers for bus and charter vehicle services are:
- Arjuna Transportation LLC (DBA) True Elegance
- Code 3 Entertainment Services LLC DBA dba C3 Transportation
- RM Executive Transportation INC (DBA) Mosaic Global Transportation
- For reservations, fees, and availability, please call or email the suppliers directly.
- Arjuna Transportation LLC (DBA) True Elegance
Phone: 707-648-2222
Email: booking@trueelegance.com
Address: 5045 Fulton Dr Ste A
Fairfield, California 94534 - Code 3 Entertainment Services LLC DBA dba C3 Transportation
Phone: 415-727-7158
Email: info@c3transit.com
Address: 3392 Clayton Rd
Concord, California 94519 - RM Executive Transportation INC (DBA) Mosaic Global Transportation
Phone: 800-398-7881
Fax: 650-864-9710
Email: info@mosaicglobaltransportation.com
Address: 525 Sunol St
San Jose, California 95126
- Arjuna Transportation LLC (DBA) True Elegance
- As part of the order confirmation process, suppliers will need a purchase order number. Please use the BearBuy Vehicle Charter form to generate a purchase order to the selected company prior to the event date for prompt billing and payment.
- To purchase Vehicle Charter Services from any suppliers not listed above (non-contracted Suppliers), please use the BearBuy Amount Only Form and provide:
- contact information
- name and contact information for the charter service
- pickup time
- drop off time and location
- trip purpose
- vehicle and pickup instructions
- vehicle type
- number of passengers
- trip details
- Certificate of Insurance naming the Regents as additionally insured
- Copy of most recent satisfactory safety inspection by the state.
- Requests to hire non-contracted transportation charter services costing $10K or more (federally-funded) must be accompanied by quotations from at least 3 other bus companies.
- The University’s current preferred contracted providers for bus and charter vehicle services are:
- Business Cards and Letterhead Stationery
- Purchase Request less than $10K
- Find and identify the item(s) for purchase.
- Submit your request in the ERSO Intranet or BearBuy.
- Enter detailed information or item URLs in the Special Instructions field.
- Upload any additional supporting documents (i.e. quotes, etc.).
- Notes:
- No competition required if the price is reasonable (informal competition encouraged).
- BearBuy is the campus enterprise procurement system. Shopping directly in BearBuy provides direct access to catalog pricing and products. Login to BearBuy.
- Purchase between $10K and $100K (Non-Federally funded)
- Quote or price estimate from selected vendor
- For qualified equipment, complete the UC Berkeley substitute CDTFA-230-M form
- Note: Informal competition encouraged from three or more sources (i.e. quotes) to ensure best pricing.
- Purchase between $10K and $100K (Federally funded)
- 3 equivalent quotes, OR
- complete UCOP Source Selection & Price Reasonableness (SSPR) Justification Form
- For qualified equipment, complete the UC Berkeley substitute CDTFA-230-M form
- Please also see Campus' Competitive Bidding overview.
- Purchase over $100K
- Per BFB-BUS 43, for all orders valued at $100K or higher, a Campus Buyer is required to seek competitive bidding. It is recommended you contact Anna Zeng <annazeng@berkeley.edu> before submitting your high value request to discuss requirements.
- For qualified equipment, complete the UC Berkeley substitute CDTFA-230-M form
- For sole source orders, please complete the UCOP Source Selection & Price Reasonableness (SSPR) Justification Form and refer to the Guidelines for Sole Source.
- Please also see Campus' Competitive Bidding overview.
- Independent Contractor Services
- Conflict of Interest Certification Form completed by Independent Contractor
- Complete Classification Worksheet for Federal Tax Purposes Policy & Form (The form, "Exhibit C," can be found on pages 21-23 of the PDF)
- Complete UCOP Source Selection & Price Reasonableness (SSPR) Justification Form
- Provide Statement of Work
- Independent Contractor’s current resume/CV or website portfolio including their contact information
- Instructions & Flowchart
- Human Subject Research Gift Cards
- Research Protocol number, if known
- Please also see UCB Human Subject Research Payment section
- Job Advertisements
- Vendor quote
- Guideline for Placing Ads
- Promotional Goods with UC Berkeley Trademark
- The University requires all products bearing UC Berkeley’s trademarks must be purchased only from UC Berkeley licensed vendors. The current UCB licensee lists can be found here.
- Please visit Berkeley’s Business Contracts and Protection website regarding licensing products using Berkeley trademarks.
- Recurring Payment / Blanket PO
- Vendor contact information & account information, if applicable
- Purchase time range, not to exceed one fiscal year
- Estimated cost for entire time range
- Please also see UCB Blanket Purchase Order guidelines
- Subaward (for RAs)
- Subaward Agreement, if applicable
- Completed SPO Subaward Request form
- See Subaward process
- Awards and Gifts - Employees
- Travel Reimbursement Request
- Gather required receipts in electronic format.
- Complete and scan the appropriate Travel Form.
- Traveler must certify their expenses via signature on form or electronic certification.
- Submit your request in the ERSO Intranet.
- Please also see Travel Policy in a Nutshell for overview of campus travel policy.
- Travel Reimbursement Document & Receipt Requirements
- Domestic (Continental) Travel
- Completed Domestic Travel Expense Reimbursement Form
- Receipts required for airfare, lodging, and car rental expenses regardless of amount
- Receipts required for all other expenses of $75 or more
- Foreign & Non-Continental Travel
- Completed Foreign Travel Expense Reimbursement Form
- Submit receipts for airfare and car rentals regardless of dollar amount
- Daily limits for lodging and meals vary by location and are available on the US Travel Management website
- Receipts for lodging, meals, and incidentals are required only when the daily limit was exceeded
- Receipts are required for individual expenses of $75 or more (i.e., ground transportation, interpreter services, etc.)
- Please also see Travel Policy in a Nutshell for overview of campus travel policy.
- Notes:
- Submit requests in U.S. dollars: refer to your credit card statement or look up rates effective on the purchase date at http://www.x-rates.com.
- Documentation Requirement to Reimburse Foreign Visitors (for travel to the US)
- Additional information and details regarding travel document & receipt requirements is available at UCB Travel Site.
- Domestic (Continental) Travel
- Conference Registration Pre-Payment
- Completed registration form - methods:
- Screen capture or PDF of completed form
- Registration URL with login credentials to your completed form
- Completed registration form - methods: