Payment Request Cost Types and Required Supporting Documents

Please scan documents and attach electronic images to the Payment Request Form in BearBuy.

Conference Registration Fees (bluCard preferred)

Conference Registration Fees applies to registration fees for attendance at conferences, conventions, or meetings of professional or learned societies.

Required Documents

  • Registration Form

Donations, Gifts, and Contributions

Donations, Gifts, and Contributions applies to non-cash gifts of moderate expense to non-university individuals or organizations when the gifts are made on behalf of the university. Also, non-cash awards of minimal value to employees for a recognition, length of service, retirement purpose, or gifts as an expression of sympathy.

Required Documents

  • Letter on official university letterhead which states that the gift was made on behalf of the university
    • A card containing the same information may be substituted
  • Receipt or invoice
  • Name, title, and occupation of the gift recipient(s)

Policies

Entertainment

Entertainment applies to payments to suppliers who do not require contract approvals. This does not include individual reimbursement for entertainment expenses, which should continue to be submitted through the Travel and Entertainment System.

Required Documents

  • Backup documentation stating business-related reason for expenditure, type of event, and participants
    • Please attach a copy of the receipt or invoice

Policies

Express Delivery Services

Express Delivery Services applies to expedited and/or overnight delivery services from suppliers such as UPS, DHL, and other couriers. Please do not use the Payment Request Form for FedEx deliveries. Please refer to the FedEx Process page for more information.

Required Documents

  • Invoice

Freight

Freight applies to cost to transport supplies, materials, or equipment via a commercial carrier; also may include packing, crating, and handling costs.

Required Documents

  • Invoice

Policies

Government Fees

Government Fees applies to fees paid to city, county, or state government organizations for on-going or annual charges, permits, or certifications related to (but not limited to) hazardous waste, medical waste, and/or toxic substances oversight and/or storage.

Required Documents

  • Invoice

Honoraria (not an employee or student)

Honoraria applies to payment given to an individual in recognition of a distinguished service or achievement for which propriety precludes setting a fixed price. Generally, honoraria are paid to persons of scholarly or professional standing in conjunction with an academic activity.

Required Documents

Policies

Human Research Payment

Human Research Payment applies to payments to individuals who are subjects in research experiments or studies (if not paid from petty cash).

Required Documents

  • Departmental form showing names and signatures of human subjects, if applicable
    • Please do not attach electronic images in BearBuy which contain any confidential information, including the nature of study

Journals/Subscriptions (bluCard preferred)

Journals/Subscriptions applies to subscriptions to periodicals such as professional journals and magazines.

Required Documents

  • Subscription order form

Loan Repayment Assistance Program

Loan Repayment Assistance Program applies to Boalt Hall and Haas School of Business financial support payments to recent graduates of the JD or MBA programs employed in the public or nonprofit sectors.

Required Documents

  • The department is to maintain support documentation

Memberships (bluCard preferred)

Memberships applies to initiation fees or dues for memberships, usually in organizations that promote the advancement of education and research, enhance the professional standing of administrative personnel, and facilitate favorable community relations.

Required Documents

  • Membership invoice or order form

Policies

Participant Support/Subsistence Stipend/Lump Sum

Participant Support/Subsistence Stipend/Lump Sum applies to specific budget line item on some federal contracts and/or grants, and payments to individuals (not employees) who are receiving a training opportunity from the project.

Required Documents

  • Documentation of allowable expense and conditions for payment

Policies

Petty Cash

To establish or replenish a petty cash fund kept on hand to permit the purchase of low-value supplies and services that cannot be purchased under other low-value procurement methods, such as a bluCard.

Required Documents

For petty cash fund set-ups and increases:

For reimbursements to replenish petty cash fund:

  • Receipts

Policies

Refunds

Refunds applies to the return of previously paid amounts related to the cancellation of workshops, courses, performances, athletic games or events, or the return of deposits or overpayments.

Required Documents

  • Documentation of original payment, for example, a receipt showing the amount paid for a workshop enrollment, event ticket, etc.

Reimbursements

Reimbursements applies to reimbursement of out-of-pocket expenses for common goods (office supplies, copies, etc.) when an employee or student cannot use other low-value procurement methods, such as BearBuy or BluCard. Reimbursements do not include travel, entertainment, services, and/or specialized equipment. Purchases valued at $5,000 or more must be authorized in advance according to UC policy, BFB-BUS-43.

Required Documents

A valid receipt containing the amount, date, name of business, and identification of what was purchased

Policies

Relocation and Moving Expense Reimbursement

Relocation and Moving Expense Reimbursement applies to reimbursements to a new employee before their appointment start date (for example, a house-hunting trip). Typically, moving and relocation reimbursements are paid after the start date and processed in the Reimbursement System.

Required Documents

  • Relocation and Moving Expense Payment Request Form
  • Traveler signatures
  • Exceptional signatures if applicable
  • Invoices and receipts for all expenses claimed

Policies

Royalties

Royalties applies to payment made by a licensee to a licensor for the right to make, use, or sell an invention, or payment made to an owner of a copyright for the privilege of practicing a right under the copyright.

Required Documents

  • The department is to maintain support documentation

Policies

Sports Officials Fees

Sports Officials Fees applies to fees and expenses paid to individuals for officiating at sporting games and/or events.

Required Documents

  • Letter of agreement with the sports official showing name and date of event or game

Telephone/Data Services

Telephone/Data Services applies to telephone and/or conferencing service bills from suppliers such as AT&T, Verizon, and Comcast.

Required Documents

  • Invoice

Travel Advances

Travel Advances applies to a cash advance for travel when a traveler cannot obtain a cash advance through a corporate travel card.

Required Documents

Policies

Utilities

Utilities applies to electricity, water, sewer, and natural gas costs paid to suppliers such as PG&E, East Bay MUD, and Waste Management.

Required Documents

  • Invoice

Visa Application Fees

Visa Application Fees applies to payments for H1–B visa application fees for international UC Berkeley employees. Payments are made to Department of Homeland Security. Please refer to the H-1B Temporary Workers page for more information.