Purchasing, entertainment & supply reimbursements, travel

Purchase request

CEE purchase requests are routed through ERSO-CSS Team.

For access to ERSO Intranet, see ERSO website and select Systems/Intranet/Services. Log in using your CalNet ID and passphrase. Individuals without access may request access at this point via an electronic request form. All instructions below apply to funds managed by CEE.

Option 1:  ERSO Intranet

Staff, students

  1. Complete the CEE Purchase Request Form. Once the form has been completed and approved by an authorized signatory (ask the signatory if the funds used are "departmental" or "research"), if applicable, scan the form and relevant documents (such as a quote). Save as a pdf document. All requests from students must be approved.
  2. From the ERSO website, select Systems/Intranet/Services/Purchase.
  3. Click "Submit to Other Group" and choose "CEE" from the drop down menu if it is departmental funds, or choose the name of the faculty if it is research funds.​​
  4. Complete the on-screen form to the best of your ability with the chartstring, fund number or fund name. (Students or visitors, provide the name of the faculty or staff who authorized this.) Attach the pdf of the Purchase Request Form and receipts and Submit.
  5. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Faculty

  1. Complete the CEE Purchase Request Form. Once the form has been completed, scan the form and relevant documents (such as a quote). Save as a pdf document.
  2. From the ERSO website, select Systems/Intranet/Services/Purchase.
  3. Your next step depends on your fund source.
    — If the fund source is departmental funds, select "Submit to Other Group" and choose CEE from the drop-down menu for Select PI/Center or Dept.
    — If the fund source is research, then under the Services heading, select "Submit to My Group" and choose a chartstring from the drop-down menu for My Group.
  4. Complete the on-screen form.
  5. Attach the pdf of the Purchase Request Form and receipts and Submit.
  6. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Option 2:  BearBuy

Faculty, staff, and students

  1. For proper routing, enter the CEE Org Node (EGCEE) on all requests.
  2. Indicate the purpose of the purchase and funding source, if known, in the comments.
  3. Assign the cart to Elizabeth Geno for review, funding source, and chart string. In Elizabeth’s absence, alternate Cart Authorizers are Sharon Lilly and Lyniel Takahashi.  For research funding, assign the cart to your Research Administrator.

  4. Authorized carts will be submitted to the workflow by the Cart Authorizer and processed by ERSO

  5. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Purchase requisition

Supply reimbursement

CEE supply reimbursements are routed through ERSO-CSS Team.

For access to the Intranet, see ERSO website and select Systems/Intranet/Services. Log in using your CalNet ID and passphrase. Individuals without access may request access at this point via an electronic request form. All instructions below apply to funds managed by CEE.

Option 1:  ERSO Intranet

Staff, students

  1. Complete the CEE Check Request Form. Once the form has been completed and approved by an authorized signatory (ask the signatory if the funds used are "departmental" or "research"), scan the form and receipts, and save as a pdf document.
  2. From the ERSO website, select Systems/Intranet/Services/Payment.
  3. Click "Submit to Other Group" and choose "CEE" from the drop down menu ​ if it is departmental funds, or choose the name of the faculty if it is research funds.​
  4. Complete the on-screen form.
  5. Attach the pdf of the Check Request Form and receipts and Submit.
  6. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Faculty

  1. Complete the CEE Check Request Form. Once the form has been completed, scan the form and receipts, and save as a pdf document.
  2. From the ERSO website, select Systems/Intranet/Services/Payment.
  3. Your next step depends on your fund source.
    — If the fund source is departmental funds, select "Submit to Other Group" and choose CEE from the drop-down menu for Select PI/Center or Dept.
    — If the fund source is research, then under the Services heading, select "Submit to My Group" and choose a chartstring from the drop-down menu for My Group.
  4. Complete the on-screen form.
  5. Attach the pdf of the Check Request Form and receipts and Submit.
  6. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Option 2:  BearBuy

Faculty, staff, students

  1. Complete the CEE Check Request Form. Once the form has been completed and approved by an authorized signatory (ask the signatory if the purchase is "departmental" or "research"), scan the form and receipts, and save as a pdf document.
  2. Once in BearBuy, select and complete the Payment Request Form, and add to the cart.
  3. For proper routing, enter the CEE Org Node (EGCEE) on all requests.
  4. Indicate the business purpose and funding source, if known, in the comments and attach the pdf created in Step 1.
  5. Assign the cart to Elizabeth Geno for review and chart string. In Elizabeth's absence, alternate Cart Authorizers are Sharon Lilly and Lyniel Takahashi. For research funding, assign the cart to your Research Administrator.
  6. Authorized carts will be submitted to the workflow by the Cart Authorizer and processed by ERSO.
  7. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Travel expense reimbursement

CEE travel reimbursements are routed through ERSO-CSS Team.

For access to the Intranet, see ERSO website and select Systems/Intranet/Services. Log in using your CalNet ID and passphrase. Individuals without access may request access at this point via an electronic request form. All instructions below apply to funds managed by CEE.

Staff, students

  1. Complete the Continental Reimbursement form for domestic travel and the Non-Continental & Foreign Reimbursement form for international travel.
  2. Once the form has been completed and signed by the traveler and faculty sponsor, if applicable, scan the form and receipts, and save as a pdf document. (If receipts are lost the traveler is required to provide a written explanation to be included with the paperwork being submitted.) See detailed information of what receipts are needed.
  3. From the ERSO website, select Systems/Intranet/Business Services/Travel.
  4. Select"Submit request to another Group or PI" and then select "Submit to Other Group" and choose "CEE" from the drop down menu ​ if it is departmental funds, or choose the name of the faculty if it is research funds.​
  5. Complete the on-screen form.
  6. Attach pdf of the Travel Expense Claim Form and receipts and Submit.
  7. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.
  8. Detailed information regarding reimbursement to a foreign visitor (students or scholars) can be found at Travel Services. The traveler needs to include all required paperwork with their Travel Claim form.

Faculty

  1. Complete the Continental Reimbursement form for domestic travel and the Non-Continental & Foreign Reimbursement form for international travel.
  2. Once the form has been completed and signed, scan the form and receipts, and save as a pdf document. (If receipts are lost the traveler is required to provide a written explanation to be included with the paperwork being submitted.) See detailed information of what receipts are needed.
  3. If the fund source is departmental: from the ERSO homepage, select "Submit request to another Group or PI" and then select "Submit to Other Group," and then select CEE from the dropdown for "Select PI/Center or Dept".
  4. If the fund source is research, then follow the path in (3) but select the Faculty/PI name from the dropdown for "Select PI/Center or Dept".
  5. Complete the on-screen form.
  6. Attach pdf of the Travel Expense Claim Form and receipts and Submit.
  7. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.
  8. Detailed information regarding reimbursement to a foreign visitor (students or scholars) can be found at Travel Services. The traveler needs to include all required paperwork with their Travel Claim form.

Entertainment expense reimbursement

CEE entertainment reimbursement requests are routed through ERSO-CSS Team.

For access to the Intranet, visit the ERSO website and select Systems/Intranet/Services. Log in using your CalNet ID and passphrase. Individuals without access may request access at this point via an electronic request form. All instructions below apply to funds managed by CEE.

Staff, students

  1. Complete the Entertainment Reimbursement Or Vendor Payment Request form.  (See Note.)
  2. Once the form has been completed and signed by the host and faculty sponsor, if applicable, scan the form and receipts, and save as a pdf document. As the sponsor if the funds used are "departmental" or "research".
  3. From the ERSO website, select Systems/Intranet/Services/Entertainment.
  4. Click "Submit to Other Group" and choose "CEE" from the drop down menu ​ if it is departmental funds, or choose the name of the faculty if it is research funds.​
  5. Complete the on-screen form.
  6. Attach pdf of the Entertainment Check Request Form and receipts and Submit.
  7. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Faculty

  1. Complete the Entertainment Reimbursement Or Vendor Payment Request form. (See Note.)
  2. Once the form has been completed, scan the form and receipts, and save as a pdf document.
  3. From the ERSO website, select Systems/Intranet/Services/Entertainment.
  4. Your next step depends on your fund source.
    — If the fund source is departmental funds, select "Submit to Other Group" and choose CEE from the drop-down menu for Select PI/Center or Dept.
    — If the fund source is research, then under the Services heading, select "Submit to My Group" and choose a chartstring from the drop-down menu for My Group.
  5. Complete the on-screen form.
  6. Attach pdf of the Entertainment Check Request Form and receipts and Submit.
  7. If you need assistance submitting your request, contact ERSOpurchasing@erso.berkeley.edu or consult the Next Gen user guide.

Note: For events that require exceptional approval, approval from the COE Dean must be obtained in advance of the event. Use the COE Exceptional Entertainment Pre-Aproval form to request approval. Submit the completed form to CEE Finance (Elizabeth Geno) for routing to the Dean’s Office.

Below is a list of exceptional entertainment circumstances:

  • Alcohol served
  • Meal expenses exceed the per-person maximum rates
  • Faculty/staff picnic or holiday gatherings (employee morale-building activities)
  • Employee and non-employee non-cash awards $75 or greater
  • Tickets to entertainment or sporting events
  • Purchase of flowers
  • Entertainment expenses of the spouse (or equivalent) of a guest or the official host, provided that the presence of the spouse serves a bona fide business purpose.

Travel booking

See Berkeley's Travel Services for:

  • The Connexxus online travel portal to book airfare, hotels, and car rentals
  • Charging airfare directly to the University using Berkeley's Direct Bill ID system. (CEE faculty, students, and staff should see Elizabeth Geno in 711 Davis to get a Direct Bill ID.)
  • Information for travel advances before a trip and reimbursement after a trip
  • Per diem rates (p. 5)