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

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

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.

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.

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(link sends e-mail) 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(link sends e-mail) to set a PO with the supplier.

Please email reimbursements@math.berkeley.edu(link sends e-mail) 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(link sends e-mail).

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

Please visit this site(link is external).

To request a reimbursement for the purchase of a tangible good (books, office supplies, etc.), please complete this form(link is external). 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(link sends e-mail). 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.

To request a reimbursement for a conference registration fee, please complete this form(link is external).   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(link sends e-mail). 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.

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. 

Please visit this site(link is external).

A travel reimbursement is reimbursement of expenses a person incurred while traveling on University's business.  Expenses can normally include airfare, lodging, meals and other trip costs. 

Please visit this site(link is external).