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Business Services Office (BSO) Forms
This page contains information and links relating to business services including, purchasing and reimbursement forms, central campus purchasing forms and employment hire forms. We plan on adding more information and links to the site in the near future. If you have problems downloading any of the forms or with any of the links, or just want to provide your feedback on its contents, contact Jules Freedman.
Every payment or reimbursement request submitted to the BSO must be accompanied by one of our forms below, completed in full and with all required signatures. BSO budget assistants will return any payment/reimbursement requests submitted with an incomplete form, or without a form. If you are uncertain about which form to use, contact your budget assistant (click here to see a list of BSO Budget Assistants).
Most forms are available in both pdf and Excel formats. Detailed instructions on how to complete the forms are also available. We strongly recommend that you read through all form instructions at least once; in addition to step-by-step instructions, they provide useful information and details on campus allowability of payment/reimbursement, documentation required for the specific expense type, etc. Our website provides a "Quick Facts" section for several of our forms, but they do not provide all the details and information available in the form instructions.
Requests for reimbursement must be supported by documentation clearly showing proof of payment (original receipts, invoices marked "Paid In Full," credit card or bank statements, etc.). Note that certain expenses require specific documentation (e.g., zero-balance statement for lodging reimbursement), so it is important to read the form instructions before obtaining and submitting receipts. Receipts should be taped—not stapled—to 8½" x 11" sheets of paper; the back of scratch paper is fine.
Requests for payment must be accompanied by supporting documentation: an invoice showing "Balance Due," quotes from a vendor, etc.
We often need to update our forms to conform to revised campus policy or newly published allowance rates. Be sure to use the most updated version of our forms. This site will indicate the version date we are currently using for each of our forms; be sure it matches with the version date of the form you are using (version date is located in the header and footer of each form).
If you have questions about the BSO’s forms or transactions, contact your Budget Assistant. BSO is using the following versions of these forms:
Purchase Order Request Form (version 4/17/09)
OfficeMax Supply Order Request Form (version 4/17/09)
Reimbursement Request Form (version 11/1/05)
Payment for Services Request Form (version 1/10/09)
Travel Reimbursement Request Form (version 7/14/11)
Recurring Trip Reimbursement Request Form (version 7/14/11)
Entertainment Payment/Reimbursement Request Form (version 6/1/08)
♦ Purchase Order Request Form
Use this form to order items to be charged directly to a university account. Before completing this form, read the instructions provided to ensure items requested can be ordered in accordance with university policy. This form should not be used: for Travel or Entertainment expenses; to request payment for services; or to request reimbursement for miscellaneous expenses (there are specific forms for each of those expense types; see below).Quick Facts:
- Items over $4,999.00 (including shipping and sales tax) cannot be purchased directly by the BSO, but must be requisitioned by the campus Procurement Office. This affects the timing by which some items can be ordered. Contact your budget assistant to plan purchases of greater-cost items.
Instructions for the Purchase Order Request Form (html)
(click here to download as pdf)Purchase Order Request Form (Excel)
Purchase Order Request Form (pdf)
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♦ OfficeMax Supply Order Request Form
Use this form only to request office supply items from OfficeMax, UCB’s preferred campus vendor. This form cannot be used for any other purpose than ordering supplies from OfficeMax. Before completing the form, read the instructions provided for more details regarding OfficeMax ordering.Instructions for the OfficeMax Supply Order Request Form (html)
OfficeMax Supply Order Request Form (Excel)
OfficeMax Order Request Form (pdf)
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♦ Reimbursement Request Form
Use this form to request reimbursement for miscellaneous supplies and general expenses, such as books, subscriptions, office supplies, photocopying, etc. This form should not be used: for Travel or Entertainment expenses; to request payment for services; or to request reimbursement for miscellaneous expenses (there are specific forms for each of those expense types; see below).Instructions for the Reimbursement Request Form (html)
Reimbursement Request Form (Excel)
Reimbursement Request Form (pdf)
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♦ Payment for Services Request Form
Use this form to request payment to individuals for miscellaneous services, honoraria, participant support/stipend, or human subjects. It is important to read the instructions provided to ensure payment is allowable according to university policy. The BSO cannot process services payments that violate university policy.Quick Facts:
- UCB has strict policies regarding the payment to individuals for services performed. To ensure payment can be processed, it is highly recommended that you become familiar with campus restrictions and/or contact your budget assistant prior to any services provided.
Instructions for the Payment for Services Request Form (html)
Payment for Services Request Form (Excel)
Payment for Services Request Form (pdf)
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♦ Travel Reimbursement Request Form
Use this form to request reimbursement for expenses incurred during travel for legitimate business purpose. Before completing the form, be sure to read the instructions provided to ensure all costs submitted are reimbursable according to university policy. It is always a good idea to contact your budget assistant prior to a trip—especially where international travel is involved—to ensure your costs remain within the daily maximum allowed for reimbursement and that you gather all necessary documentation for full reimbursement.Quick Facts:
- Business travel insurance is available at no cost to employees when traveling on official University business. If traveling out-of-state or overseas, you'll need to register your travel details with the University before traveling to be covered. See url for additional details: http://EthicsCompliance.berkeley.edu/RiskServices/Insurance/TravelInsurance.shtml
- Travel reimbursement requests must be submitted to the BSO within 7 (seven) days of completion of travel.
- Traveler must sign in the certification section of the Travel Reimbursement Form. Without traveler signature, UCB’s Travel Office will not process the reimbursement request.
- All expenses to be reimbursed must be accompanied by an original receipt.
- If travel involves flying, an itinerary must be provided, showing departure/arrival times and any connections. If the itinerary does not indicate airfare, include a passenger receipt.
- If lodging costs are to be reimbursed, a zero-balance statement from the hotel must be provided.
- If requesting reimbursement for private vehicle mileage, gas costs for the vehicle cannot be reimbursed (gas, vehicle wear-and-tear, etc. are already factored into the mileage rate).
- If renting a car on campus business, please see campus travel office website for more information on booking your rental so that appropriate liability coverages are in place. See url: http://EthicsCompliance.berkeley.edu/RiskServices/Insurance/AutoInsurance.shtml.
- Be aware of daily maximum allowances for travel reimbursement; UCB policy prohibits reimbursement over established per diem rates:
- For domestic travel, daily maximum meal allowances are:
- Travel more than 24 hours but less than 30 days = up to $64/day
- For international travel, daily maximum meal and lodging allowances are determined by the U.S. State Department, and vary from region to region. Contact the BSO prior to your trip for per diem rates; this information will help you plan your trip and ensure full expense reimbursement.
Instructions for the Travel Reimbursement Request Form (html)
Travel Reimbursement Request Form (Excel)
Travel Reimbursement Request Form (pdf)
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♦ Recurring Trip Reimbursement Request Form
Use this form to request reimbursement for travel expenses occurring regularly over a period of time (e.g. mileage for school site visits). Travel must be for a legitimate business purposes. This form should be submitted at least on a monthly basis; i.e., in order for the BSO to ensure timely processing of its transactions, do not report more than one month’s worth of recurring travel, and submit this form for reimbursement within 7 (seven) days of the last reported travel date.Do not use this form to request any travel expenses that include airfare, meal, lodging, registration fee, or other miscellaneous expenses. This form can only be used to report recurring private vehicle mileage, bus fare, BART fare, train/rail fare, toll, and parking costs.
Quick Facts:
- Recurring trip reimbursement requests must be submitted to the BSO within 7 (seven) days of the last trip date recorded on form.
- Traveler must sign in the certification section of the Travel Reimbursement Form. Without traveler signature, UCB’s Travel Office will not process the reimbursement request.
- Note: when requesting reimbursement for private vehicle mileage, gas costs for the vehicle cannot be reimbursed (gas, vehicle wear-and-tear, etc. are already factored into the mileage rate).
Instructions for the Recurring Trip Reimbursement Request Form (html)
Recurring Trip Reimbursement Request Form (Excel)
Recurring Trip Reimbursement Request Form (pdf)
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♦ Entertainment Payment/Reimbursement Request Form Use this form to request payment or reimbursement for entertainment expenses incurred for a bona fide UCB business purpose. In general, entertainment expenses must be cost-effective and make the best use of public funds. Not all campus funds can be used to pay/reimburse entertainment costs, so be sure to be familiar with fund restrictions (contact your budget assistant if you are uncertain).
Quick Facts:
- Entertainment payment/reimbursement requests must be submitted to the BSO within 7 (seven) days after meal event.
- A clear and detailed explanation of the business purpose of the meal must be provided on the form. BSO budget assistants will not process Entertainment Payment/Reimbursement forms if the business purpose is unclear or if the field is left blank.
- The Host of the meal event must sign in the certification section of the Entertainment Payment/Reimbursement Form. Without host signature, UCB’s Entertainment Office will not process the payment/reimbursement request.
- All payment/reimbursement requests must be accompanied by an itemized invoice or receipt, which clearly shows detail of meals and drinks served. Credit card receipts must be accompanied by itemized meal receipts.
- Identify any and all alcohol expenses by checking appropriate box on the form and highlighting alcohol beverages on receipts; depending upon funding source, alcohol charges may not be allowed.
- A participant list must be included with any entertainment payment/reimbursement request.
- Be aware of per-person maximum meal allowances; UCB policy prohibits payment/reimbursement over established rates without exceptional approval obtained prior to meal event:
- Breakfast: $26.00
- Lunch: $38.00
- Dinner: $64.00
- Light Refreshments: $17.00
- Per-person rates are calculated to include a meal’s tax, service charges, and delivery charges.
Instructions for the Entertainment Payment/Reimbursement Request Form (html)
Entertainment Payment/Reimbursement Request Form (Excel)
Entertainment Payment/Reimbursement Request Form (pdf)
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♦ Technology Acquisition & Sales, including The Scholar’s Workstation (TSW)
Information about computer, software, cellular sales and services is available here. Check their website for latest forms and instructions. Coordinate with your budget assistant to place order from TSW. Their home page is: www.tsw.berkeley.edu.♦ Central Travel System (CTS)
This form is used for booking airline reservations through the campus’ preferred travel agency, CG Travel International, to be billed directly to a university account. Below are general instructions for submitting a CTS form; be sure to coordinate with your specific budget assistant when making travel arrangements via CTS to ensure proper procedure and timely processing.
- Call Carlson Wagonlit Travel (CG Travel) at 1-800-728-4918 to make your flight/rail reservations, and inform them you intend this to be charged to a UCB account. Before contacting CG Travel, be sure you are authorized by the BSO or your area unit to do so.
- Once you have reserved a flight/rail trip, CG Travel will e-mail you a draft itinerary. Confirm the details to ensure they are correct.
- See travel web site for appropriate CTS forms and booking guidelines UC Air Travel Information (url). Complete the CTS form, leaving the "Authorized Signature Required" field blank (this will be signed by someone from the BSO with signature authorization). If you do not know the Chartstring you wish to charge, please indicate the name of the funding source to your budget assistant when you submit the form. In the "Preparer’s Remarks" field, provide a brief business purpose for the travel reservation.
- After completing the CTS form, forward it as an e-mail attachment along with your draft itinerary to your budget assistant (you may also provide a hard-copy of the CTS form and draft itinerary). Your budget assistant will add the appropriate chartstring (if not already included), obtain an authorized signature, and fax to CG Travel to lock in reservation.
IMPORTANT: CTS reservations made with CG Travel are time-sensitive. It is crucial you provide the BSO your CTS form and draft itinerary in a timely manner to ensure your reservation can be confirmed within the reservation period. CG Travel does not confirm any trip reservation until they receive a signed CTS form from the BSO.
♦ Interdepartmental Order Form (formerly IOC form)
Interdepartmental Order Form (in Excel)
This form is used for departments to record inter-departmental charges between UC Berkeley departments. Check with your budget assistant to determine when this form should be used.
[Note: Campus practice recommends that the department receiving the credit should prepare the financial journal.],♦ Parking andTransportation
Coordinate with your budget assistant to request parking permits from Parking and Transportation. They change their order forms frequently, so check their website for latest forms and instructions. Their home page is: http://pt.berkeley.edu/forms/parking_forms.
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♦ New Hires
These forms are required for new hires.Demographic Data Transmittal Form (pdf)
Payroll Earning Distribution Form (pdf)Benefits Eligibility Level Indicator (BELI) Form (pdf)
W4 Form (pdf) from UCOP websiteOath of Allegiance Form (pdf) Form must be signed with a witness and before first day of service.
Employment Eligibility Verification I-9 Form (pdf) Form must be signed on or before first day of employment.
UCRS 419 Form (pdf) Must be completed by individuals in positions not covered by Social Security.
Important. All new or rehired employees must review University's Conflict of Interest and Substance Abuse Policies. See links below.
Conflict of Interest for Public Officials
Disqualification Requirements (from UCOP)
UC Policy on Substance Abuse to comply with Federal Drug Free Workplace Act (from Student Affairs)
Resources on Drugs and Alcohol and dealing with Substance Abuse (from UHS)
♦ Non-Resident Tax Forms
These tax forms are required for non-resident alien employees. They must be completed every calendar year through the campus GLACIER online system. More information about GLACIER may be found at campus payroll website: GLACIER Tax Reporting Info.
Some employees may qualify for the benefits of a tax treaty depending on their country of residence/citizenship. For more information on Tax Treaties, please see UCOP website: www.ucop.edu/ucophome/cao/paycoord/taxstate.html
UC W4NR Form for Non-Residents (pdf) from UCOP website
♦ GSI/GSR/Reader/Tutor Forms
Please review the policies and procedures governing student academic student appointments, Student Appointment Information (pdf) before completing forms.The following forms are required for Graduate Student Instructors (GSIs), Researchers (GSRs), Readers, and Tutors. They must be completed for academic year appointments and also during the Summer, if the student did not work the previous Spring semester.
Student Academic Appointment Application Form, a.k.a. "Checklist" (pdf) is required for all student academic appointments. Students are now required to record their GPA and incompletes on step 2 of this form. Students can obtain this info at the following web site: https://gse.soe.berkeley.edu/admin/sas/studentstatus.html.
GSI Appointment Form (pdf) (only for Graduate Student Instructors)
Request for Exception Form (pdf) see Student appointment policy info (pdf) for appointment exceptions when this form applies.
UAW Union Membership Form (pdf)
For more information about Graduate Student Appointments, including fee remission eligibility, please see the Graduate Division website: www.grad.berkeley.edu/policies/appointments_office.shtml.
♦ Employee Timesheets
Timesheets for variable employees are due in the business office by middle of the month, usually the 15th, to ensure timely payments. Please refer to the following worksheet for a list of due dates through December of the current year, Due dates(pdf). For fixed employees that accrue vacation and sick leave, timesheets are due in the Business Office by the 7th of the following month, or prior business day, for the pay period for which they are reporting.GSE Timesheet - non-exempt employees/comp overtime eligible (xls)
GSE Timesheet - exempt employees (xls)
Work Study Timesheet (xls)
♦ Other Useful Links
hrweb.berkeley.edu/ UCB Campus Benefits website.
https://vspa.berkeley.edu/ Visiting Scholars and Postdoc website.
blu.berkeley.edu UCB Campus Portal (requires authentication via Calnet Id). Contains links to campus business portals (HRMS, BFS, BAIRS) as well as news and system updates.
atyourservice.ucop.edu/ UCOP portal for managing system wide benefits including retirement, open enrollment, earnings and W-2 statements. Please remember to update your personal info (address, phone, W-4 withholding, etc) here for campus employment. If you have problems accessing your account, contact customer service at 1-800-888-8267.
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Last updated:8/2/11Back to BSO home page
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