This year we have access to both a University credit card for most purchases that can be paid by credit card, and the new Event Card, which can now be used for Food and Drink purchases, which are not allowed on the regular card.
Therefore, you should plan to contact the Publications Coordinator for anything that can by paid by credit card, so that we can reduce the personal reimbursements.
This should be the default way you purchase things, rather than spending out of pocket and seeking personal reimbursement!!
See the Order and Pay for Journal Related Expenditures (non-food) and Order and Pay for Food/Entertainment Purchases for more information.
Be advised that reimbursements from the University cannot be written out to the Journal, as the Journals do not have Tax ID numbers. Any reimbursements made to the Journal’s outside checking account will be made payable to the signer on the account. It is the signer’s responsibility to deposit the reimbursements into the Journal’s checking account. If the check is being paid to the signer on the account, please make note of that next to the person’s name on the reimbursement form (ie. Jane Doe as signer for CLR)
Please be aware that the Berkeley Financial System will default to payment by Electronic Funds Transfer if the information has been enabled in the system. This means that the reimbursement recipient may have the money automatically deposited into his or her checking account as opposed to obtaining an actual check. If any email address for the payee is provided the Publications Coordinator will attempt to email the payment recipient when the funds have been transferred, so the recipient knows to look for them.
Reimbursements being made to outside journal checking accounts must be accompanied by a copy of the cancelled check showing that the original vendor has been paid out of the journal account. Without this documentation, the University will want to write a check directly to the Vendor. Please make every attempt to make a copy of the check provided to the vendor, as well as provide me with a copy of the cancelled check. This documentation provides the University with the documentation for the required audit trail. Your reimbursement request will not be processed without proof showing this trail.
There are 2 main types of reimbursements:
1. Entertainment Check Request Form
To be used for anything related to FOOD or DRINKS
2. Check Request Form
To be used for reimbursements or payments NOT related to food