Reimbursement

Reimbursement

General Reimbursement FAQ

What is a reimbursement?

A reimbursement is when you would like the University to pay you back or reimburse for an expense you paid for directly. At Berkeley, there are 3 main types of reimbursements:

  • Travel
  • Entertainment
  • Other Expenses

Where can I find my EID or SID?

If you are an employee, you can find your employee ID number (EID) by logging onto UCPath.
If you are a student, you can find your student ID number (SID) by logging into CalCentral.
Please see this pdf for more detailed instructions.

What is an itemized receipt?

An itemized receipt provides a breakdown of all items that were paid for. For example, an itemized receipt of a meal would list what food and drinks were ordered and tax/fees/gratuity that make up the total cost of the meal.  Itemized receipts are required for all expenses above $75.

What is a “proof of payment”?

Proof of payment shows that the expense has been fully paid. It’s usuall indicated by the last 4-digits of the cc used to pay for the expense.  If a receipt does not show the “proof of payment,” please provide a copy of the credit card statement.  All other transactions and addresses can be redacted.  Only your name and the claimed transaction/amount need to be shown.

Can I be reimbursed for a service I paid for?

In general,  we will not be able to reimburse you if you pay for a service directly. There can be rare exceptions, please email the finance manager at skeo@berkeley.edu to discuss this matter.

It would be best if you have the department pay for the service on your behalf.  Please contact frontoffice@math.berkeley.edu to set a PO with the supplier.

Can I be reimbursed for something else?

Please email reimbursements@math.berkeley.edu to discuss this further.  If you don't hear back from the reimbursement unit within 48 hrs, please email the finance manager at skeo@berkeley.edu.

Other Reimbursement

What is  an “other” reimbursement?

Expenses that belong in the “other” categories are normally non-entertainment, non-travel expenses that an employee or a student paid directly.. They are usually tangible goods.  Examples of these expenses include:

  • Lab instruments and supplies
  • Office supplies
  • General supplies
  • Books/course materials
  • Computer supplies
  • Telephone
  • Library materials
  • Training
  • Conference/event registration
  • Computers
  • Journal/subscription
  • Memberships
  • Moving/relocation

Where can I find UC Berkeley policy on other reimbursements?

Please visit this site.

How can I be reimbursed for a tangible good I bought (ex.books, office supplies, laptop, etc.)?

To request a reimbursement for the purchase of a tangible good (books, office supplies, etc.), please complete this form. The required fields are outlined in red.  Download the completed/signed form as a pdf.  Attach the pdf, along with an itemized receipt and proof of payment (usually indicated by the last 4-digits of the cc used or a cc statement) in an email to reimbursements@math.berkeley.edu. You will also need to provide a chartstring to pay for the reimbursement and business reason for the meal.  Please cc your fund manager or RA on the email.

How can I be reimbursed for a conference registration fee?

To request a reimbursement for a conference registration fee, please complete this form.   The required fields are outlined in red.   Download the completed/signed form as a pdf.  Attach the pdf, along with an itemized receipt and proof of payment (usually indicated by the last 4-digits of the cc used or a cc statement) in an email to reimbursements@math.berkeley.edu. You will also need to provide a chartstring to pay for the reimbursement and business reason for the meal.  Please cc your fund manager or RA on the email.

Entertainment Reimbursement

What is an entertainment reimbursement?

An entertainment reimbursement involves reimbursing for business meals between 2 or more people.  To be reimbursed, there must be a business purpose related to the University’s mission. 

Where can I find UC Berkeley policy on entertainment reimbursements?

Please visit this site.

Travel Reimbursement

What is a travel reimbursement?

Where can I find UC Berkeley policy on travel reimbursements?

Please visit this site.