Purchasing, Reimbursements, and Trave

Please Note: This page links to the ERSO Intranet. To access it, you will need to provide your CalNet ID and passphrase. Individuals without access may request access via an electronic request form.

For Assistance: Please first consult the Next Gen user guide. If you still have questions, and the questions pertain to purchasing, please contact ERSOpurchasing@erso.berkeley.edu. For all other questions please contact Elizabeth or Dave.

 

 

Purchase Request

Option 1:  BearBuy

  1. Indicate the purpose of the purchase and funding source, if known, in the comments.
    • For department funds: assign the cart to Elizabeth Geno for review, funding source, and chart string. In Elizabeth’s absence, the alternate Cart Authorizer is David Schonenberg
    • For research funds: Assign the cart to the PI or the Research Administrator. Faculty can submit directly.
  2. Authorized carts will be submitted to the workflow by the Cart Authorizer and processed by ERSO

Option 2:  ERSO Intranet

Staff & Students

  1. Complete the CEE Purchase Request Form.
    1. Have authorizes signatory approve the form.
    2. Ask the signatory if the funds used are "departmental" or "research".
    3. If applicable, scan the form and relevant documents (such as a quote) then save to PDF.
    4. All student requests must be approved.
  2. From ERSO Intranet, select Services --> Purchase, click "Submit to Other Group", then from the drop-down menu:
    • For departmental funds: select "CEE"
    • For research funds: select the name of the faculty 
  3. Complete the on-screen form to the best of your ability with the chart string, 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 quotes or emails, then Submit.

Faculty

  1. From ERSO intranet select Services --> Purchase
    • For departmental funds: select "Submit to Other Group" then choose "CEE" from the "Select PI/Center or Dept." drop-down menu
    • For research funds: select "Submit to My Group" under the Services heading then choose a chartstring from the "My Group" drop-down menu.
  2. Complete the on-screen form.
  3. Attach the PDF of the Purchase Request Form and receipts and Submit.

 

Purchase Requisition

  • Purchase order requests over $9,999 must be processed by Procurement and Business Contracts (PBC). A purchase requisition is necessary.
  • Submit a Purchase Request with relevant documents such as quotes via ERSO Intranet or Bearbuy.
  • If you require that the purchase be made from a specific vendor, you will need to provide a sole source letter. See Source Justification Quick Reference Guide.

 

Supply Reimbursement

Submit CEE supplies reimbursements through the ERSO intranet as “Payment Requests” with a signed Misc. Expense form and copies of all receipts. Multiple purchases for the same purpose or fund source may be combined. Submit to the PI for research funds or to CEE for department funds.

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 ERSO Intranet, select Services --> Payment, click "Submit to Other Group", then from the drop-down menu:
    • For departmental funds: select "CEE"
    • For research funds: select the name of the faculty 
  3. Complete the on-screen form.
  4. Attach the PDF of the Check Request Form and receipts and Submit.

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 ERSO intranet, select Services --> Payment.
    • For departmental funds: select "Submit to Other Group" then choose "CEE" from the "Select PI/Center or Dept." drop-down menu
    • For research funds: select "Submit to My Group" under the Services heading then choose a chartstring from the "My Group" drop-down menu.
  3. Complete the on-screen form.
  4. Attach the PDF of the Check Request Form and receipts and Submit.

 

Travel Reimbursement

Submit Travel reimbursement requests through the ERSO intranet as “Travel Requests” with a signed Travel Expense form and copies of all receipts.

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.

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 ERSO intranet, select Business Services --> Travel, select "Submit request to another Group or PI", then select "Submit to Other Group", then from the "Select PI/Center or Dept" drop-down menu:
    1. For departmental funds: select "CEE"
    2. For research funds: select the name of the faculty
  4. Complete the on-screen form.
  5. Attach PDF of the Travel Expense Claim Form and receipts and Submit.

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. From ERSO intranet, select Business Services --> Travel, select "Submit request to another Group or PI", then select "Submit to Other Group", then from the "Select PI/Center or Dept" drop-down menu:
    • For departmental funds: select "CEE"
    • For research funds: select the name of the faculty
  4. Complete the on-screen form.
  5. Attach PDF of the Travel Expense Claim Form and receipts and Submit.

 

Entertainment Reimbursement

Submit Entertainment reimbursement requests or Vendor Payment requests through the ERSO intranet as “Entertainment Requests” with a signed Entertainment Expense form and copies of all receipts.

Pro tips:

  • Try not to exceed the maximum allowable cost per person, as that will require exceptional approval from the Dean.
  • Make sure the fund source allows alcohol; state funds and many grants do not.
  • If you are at all uncertain about the procedures, please check with Elizabeth or Dave before the event. It’s easier to get guidance than a pardon.

Staff & Students

  1. Complete the Entertainment Reimbursement Or Vendor Payment Request form.  (See Policy Basics.)
  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 ERSO intranet, select Services --> Entertainment, then click "Submit to Other Group", then from the "Select PI/Center or Dept" drop-down menu: 
    1. For departmental funds: select "CEE"
    2. For research funds: select the name of the faculty
  4. Complete the on-screen form.
  5. Attach PDF of the Entertainment Check Request Form and receipts and Submit.

Faculty

  1. Complete the Entertainment Reimbursement Or Vendor Payment Request form. (See Policy Basics.)
  2. Once the form has been completed, scan the form and receipts, and save as a PDF document.
  3. From ERSO intranet, select Services --> Entertainment, then:
    • For departmental funds: select "Submit to Other Group" then choose "CEE" from the "Select PI/Center or Dept." drop-down menu
    • For research funds: select "Submit to My Group" under the Services heading then choose a chartstring from the "My Group" drop-down menu.
  4. Complete the on-screen form.
  5. Attach PDF of the Entertainment Check Request Form and receipts and Submit.

 

Travel Booking

UC Travel center can be reached via (800) 235-8252

Please consider G-28 Travel Regulations.

Per diem rates only apply to international and non-continental US destinations

You can charge conference reimbursements in advance with a Travel Request through ERSO intranet.

See ERSO Travel page for:

  • Information for travel advances before a trip and reimbursement after a trip
  • 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.
    • Note: Direct Bill IDs only charge airfare, not hotels or rental cars
    • CEE faculty, students, and staff should contact:
      • For departmental funds: Elizabeth Geno
      • For research funds: the Research Administrator or PI