Did you purchase Berkeley Law swag (T-shirts, hats, etc.) , graduation stoles, printed documents or sent mail on behalf of your registered student group?
Please follow the below instructions:
These purchases and forms of payment are absolutely not reimbursable:
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- Gift cards for “Thank you” gifts
- Payments using gift cards
- Payments using reward points
- Third-party payments — we reimburse only the person who incurred the expense
- Peer-to-peer (P2P) payments such as Venmo, Square Cash, or Zelle
- Software/cloud storage
- Late fees on credit card accounts
Students are responsible for their own expenses. The payee is always the person who incurred the expense.
When in doubt, prior to spending your money, check with Business Services (lawstudentreimb@law.berkeley.edu) and the Student Handbook first to ensure reimbursement requirements. Questions regarding your group’s SABL budget or fund should be directed to SABL Treasurer . Alumni fund questions can be directed to Business Services. If your group is a student journal, contact journals@law.berkeley.edu. If your group is one of the Student-Initiated Legal Services Projects (SLPS), please contact probono@law.berkeley.edu.
For prompt payment, please submit your reimbursement 10 days following the date of the receipt.
If requesting reimbursement for swag, please make sure you check out the link for Internal/Custom Licensees: https://calbears.com/documents/2022/6/3/LIcensee_list_for_athletics_060322_docx.pdf . If you require assistance with purchase of swag, please email Business Services.
How to Submit Your General Reimbursement
Go the General Expense Power Form link: Student Organization General Reimbursement Request Form (link): A Microsoft Sharepoint Login page will open, enter your CalNet ID and password to access power form.
2) In Box One, “Payee,”of the Power Form, enter Your Name as the Payee. You cannot be the payee and the pre-approver .
3) In Box Two, “Pre-Approver/Co-Signer,” of the Power Form, enter the name of your group’s financial officer, or the designated co-signing group leader/editor and their Berkeley Law email address. (If you are a financial officer/group leader requesting reimbursement, please do not enter your name as both Payee and Pre-Approver, but select a recognized co-signer of your group to act as the Pre-Approver of your request)
4) In Box Three “[Don’t Modify This Section] For Business Services.” Do not modify the section.
5) Submit “Power Form.” This will open the Berkeley Law Reimbursement Form.
Within the Berkeley Law Reimbursement Form, please enter the information listed below. This information is required for processing. Incomplete reimbursement forms will be rejected.
REQUIRED:
- Your name as payee, your student ID number, and your contact information, including your Berkeley Law student email address
- A description of what was purchased and the date of purchase
- A business purpose or reason for the purchase showing how it supports your student group at Berkeley Law and the University’s mission .
- An itemized receipt that shows what was purchased. The receipt should include the last four digits of your bank card. If the payment method is not listed on the receipt, provide a redacted bank or credit card statement that displays the transaction, vendor name, date, and amount paid. Redact any personal identifying information such as your account number, home address, and phone number.
- List of gift recipients with full names) for gifts & swag purchases only if the purchase is a gift or postage, or other items presented to students i.e gift/swag purchases (sweatshirts, crew neck shirts, branded merchandise). Please provide their organization affiliation (relationship to the University or associated outside organization/business)
- Attach supporting documents such as receipts, bank statements, event flyer, and guest list with affiliations . Tip: Save all backups in one *.pdf file so it can be uploaded at the end
- Sign Form!
The student group financial officer or group leader will review the purchase and business purpose and approve if it falls within their group’s guidelines. Final budget approval will be made by the SABL treasurer for SABL funding or by Business Services for Alumni funding. Reach out to these respective groups with any funding questions. At any point in time, a team member from the Business Services department may reach out for additional information to add to the report or clarification on the reimbursement request to determine if the purchase aligns with UC policy.
If you have any questions along the way, please contact us at lawstudentreimb@law.berkeley.edu, we are here to help!
Resources
Step-by-step guide on how to enter Other Reimbursement Expense: https://controller.berkeley.edu/reimbursement-system-instructions-students
Submitting a Reimbursement for Other Expense Video: https://controller.berkeley.edu/submitting-reimbursement-other-expenses