** As of July 31, 2014, the Sociology Department joined Campus Shared Services (CSS). Procedures for payments and reimbursements as described below will be finalized in the weeks to come, so do check back here frequently for updates. To learn more about CSS, visit their website at: http://sharedservices.berkeley.edu/about/. **
Submit all forms and supporting documentation to:
Department of Sociology
410 Barrows Hall, MC1980
Berkeley, CA 94720-1980
Every payment or reimbursement request should be accompanied by one of the forms below, completed in full and with all required signatures. Payment/Reimbursement requests submitted with an incomplete form, or without a form, may delay processing. If you are uncertain about which form to use, contact Belinda White (belindak AT berkeley DOT edu).
All forms are available as an editable PDF form. The form can be filled out on your workstation and then printed and brought into the office. You still need to sign the printed version of the form for record-keeping purposes. 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.
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.
If you have questions about the forms or transactions, contact Belinda White (belindak AT berkeley DOT edu).
Reimbursement Request Form PDF, [Instructions]
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 of honoraria; or services rendered (including translation, transcription, software support, etc.); or to request reimbursement for miscellaneous expenses (there are specific forms for each of those expense types; see below).
Honorarium Payment Request Form PDF, [Instructions]
Use this form to request an honorarium payment to an individual. It is important to read the instructions provided to ensure payment is allowable according to university policy. We cannot process honoraria that violate university policy. The policy can be found here.
If you need to make a payment for Services Rendered (e.g., translation, transcription, software support, etc.), use the department's Honorarium Payment Request Form. Because we don't see too many services requests here in the department, we use the honorarium form and ask the person completing it to make a few minor adjustments:
Once these minor changes are made, the form should be completed as is.
Travel Reimbursement Request Form click here (this form is managed by CSS; if you have questions on how to use/complete the form, e-mail CSS directly)
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 review campus travel policy 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. Campus travel policy can be found at: http://policy.ucop.edu/doc/3420365/BFB-G-28.
For domestic travel, the daily maximum meal allowance is up to $71 per day for travel duration of 24 hours or greater. Effective September 1, 2008, the University no longer reimbursed meals when travel was less than 24 hours, unless the trip included an overnight stay as supported by a lodging receipt. Please also note that for domestic travel, only actual meal expenses can be reimbursed; per diem cannot be claimed.
For international travel, daily maximum meal and lodging allowances are determined by the U.S. State Department, and vary from region to region. Contact Belinda White (belindak AT berkeley DOT edu) prior to your trip for per diem rates; this information will help you plan your trip and ensure full expense reimbursement.
Entertainment Payment/Reimbursement Request Form click here (this form is managed by CSS; if you have questions on how to use/complete the form, e-mail CSS directly)