How do I pay a guest/performer?
To avoid delays in payments, complete this Google Form for each guest or performer who will be receiving as soon as possible– ideally a minimum of two weeks before the event.
Note:
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Groups cannot be paid via an honorarium. Payments for groups must be paid via a Purchase Order. Refer to the Independent Contractor section.
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Current UC Berkeley students cannot be paid an honorarium. Law has a helpful guide to provide guidance about the payment and the reimbursement process for paying students
More information about paying for services here
I want to hire someone for a service (i.e. for translation,copyist work, editing and engraving, an engineer, piano tuner/mover, etc.)
Vendor must be registered as a “supplier” with UC Berkeley, and a purchase order must be created BEFORE any service can be performed. The University will not reimburse for payments made for services provided. Please coordinate with the financial coordinator in advance of the service being provided.
More information here
If the person you wish to hire is a current student, please reach out to the Department Manager
I would like to make travel arrangements using my/department funds
I would like to book travel arrangements myself using my funds:
Create a Direct Bill ID to bill your reservation against your chartstring. Save the Direct Bill ID number and go to ConnexUC to book your travel arrangements.
I would like assistance with booking travel arrangements for myself or my guest:
Coordinate with the financial coordinator ahead of the trip using the applicable Google form below.
Google Form for booking flights for Faculty/Staff/Students
Google Form for booking flights for Guests
More information here
How do I submit for reimbursement?
The finance coordinator can assist faculty and staff with reimbursements for expenses related to UC business that they have paid for with personal money. UC Berkeley uses this website to process reimbursements. Note: you cannot submit for reimbursement for payment for services provided (i.e. for copyist work, Editing and Engraving, piano tuning, etc). Services should be paid via a Purchase Order. Refer to the Purchasing Goods section for more information.
To submit for reimbursement to be entered by the financial coordinator, use this departmental link which will prompt you through what is required. For any reimbursements with more than 4 attachments, do not use the Google Form. Instead, email all supporting documentation to the financial coordinator.
More information about reimbursements here
How do I check how much I have left in my funds?
PI Portfolio provides an overview of all funds that have been assigned to a faculty member. This includes both funds that are managed at the department level (e.g. BEAR funds, start up funds) and sponsored grants managed by Berkeley Regional Services' staff.
Most frequently needed tabs:
Summary of fund balances can be reviewed on the "portfolio" tab
Transaction details can be reviewed on the "transactions" tab
How do I purchase something using my funds instead of getting reimbursed?
The finance coordinator assists faculty and staff with purchasing goods used for UC business and that are paid for using UC funds. Some goods can be purchased using the campus purchasing system BearBuy. Flights, Airbnbs, and some other ground transportation can be purchased through ConnexUC. Other goods can be purchased using the department’s BluCard and Events card. Purchasing items through the department avoids faculty and staff needing to pay out of pocket for expenses and allows the department to ensure its members are compliant with UC policies.
To determine the best payment method for the goods/services you’re purchasing, check the Payment Methods for Goods and Services spreadsheet.
More information here