Controller's Office rolling out improved reimbursement process

January 24, 2020

Editors note: As anounced to Divisional Finance Leaders in mid-December 2019, this new offering was officially communicated to the entire campus by Rosemarie Rae, Vice Chancellor of Finance and Chief Financial Officer in an email on 1/23/20.

Vice Chancellor, Finance image

Colleagues, 

I am pleased to announce there is now an improved way to submit reimbursements for eligible expenses, other than Travel & Entertainment, using the reimbursement system.

The new types of expenses you can submit are those covered in UCOP Policy BUS-43 and include lab supplies, conference registration, office supplies, computers, memberships, office relocation, and more. There is a list of the most common expense types in this category on the Controller's Office website. Services expenses are the one exception and these must continue to be submitted through BearBuy. 

The new process was piloted in December in partnership with several campus units and received extremely positive results. More than 200 expense reports have been submitted with a turnaround time of a week or less for payment. 

More information about the new process for submitting expense reimbursements is available on the Controller's Office website. You can also watch a short video on how to use the reimbursement system for other expenses.

You can begin submitting your eligible expenses in the system now. If you would like to schedule a demonstration of the new reimbursement process for your team, or you have any questions about using the reimbursement system, please reach out to the Accounts Payable and Travel Director, Dan Parnas at: dparnas@berkeley.edu.

Thank you, 

Rosemarie

Rosemarie Rae

Vice Chancellor of Finance and Chief Financial Officer

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(Editors note: the following Controller's Office email addressed to Divisional Finance Leaders was sent on 12/12/19.)

Berkeley image of campus building

Divisional Finance Leaders, 

The Controller's Office is rolling out a new way to submit goods and services for reimbursement, similar to the travel and entertainment reimbursement process. Now you ccan create an expense report in the reimbursement system for "other expenses" in additition to your travel and entertainment expenses. These types of expenses are those covered in UCOP Policy BUS-43 and include lab supplies, conference registration, office supplies, computers, memberships, office relocation, and more. More information about the new process for submitting other expense reimbursements is available on the Controller's Office website. 

Watch a short video on how to use the reimbursement system for other expenses and how to approve an expense report if you are an approver. 

The Controller's Office is currently piloting this process with volunteer departments. We're gathering feedback and finalizing the updates to the reimbursement system. In early 2020, we'll begin rolling the new process out to campus.

If you have questions about this new process, or you would like to schedule a demonstration for your team, please reach out to me at: dparnas@berkeley.edu.

Thank you, 

Dan Parnas, Director of Accounts Payable and Travel

Controller's Office

Office of the Vice Chancellor of Finance