Business Office Services & Procedures

I would like to...

REPORT A PROBLEM

To report a problem with your general assignment classroom, please call the classroom hotline: (530) 752-3333.

To report a problem with something in Sproul Hall, please email langlit@ucdavis.edu, or for urgent problems, you may call facilities directly at (530) 752-1655.

HIRE SOMEONE OR PAY FOR A SERVICE

  • Business Contract (pay a vendor or hire someone not affiliated with the UC)
  • Independent Contractor Pre-Hire Information Form (PDF)
    Instructions: If you wish to pay a non-UC Davis employee for their services (such as editing, indexing, or translation) or need to pay your Publishing Company a publication subvention fee, approval must be received before work can begin. Please email the above pre-hire worksheet to langlit@ucdavis.edu in order to describe the scope of work.  We also require documentation of a price quote. These items will be used to generate a Purchase Agreement/Purchase Order.
  • Hire a Student
  • Please complete this form to hire and/or advertise for a Reader, Student Assistant, or Graduate Student Researcher.Student Hire Request Form

BUY SOMETHING OR BE REIMBURSED: 
Purchasing & Reimbursements

  • Purchase Requests
  • To avoid out of pocket expenses and expense reports, email langlit@ucdavis.edu with the following: a link to the item(s) to you want us to purchase for you; the purpose of the purchase (e.g. to support teaching or research); and the account to be charged.

    For IT Purchases (software, computers, etc.), please instead go through LS IT: https://lsit.ucdavis.edu/purchasing.
  • Expense Reports
  • When do I need to file an expense report? An AggieExpense expense report must be filed: 1. when you need reimbursement; 2. when you have charged something to your corporate Travel Card; and 3. when you have booked an airfare in AggieExpense that direct charges the university "CTS Billing". It is fine to combine different types of expenses in the same report. Make sure to file your report or submit a request for assistance to langlit@ucdavis.edu with 3 weeks of the event, purchase, or end of your trip. Late reports (>60 days) will result in taxation of the full report value as income.
  • AggieExpense:
  • Profile set up
    Adding an Expense Delegate
    Step by Step guides
    Mobile Registration: Tired of keeping track of receipts? Use the CONCUR mobile phone app to import pictures of receipts directly into AggieExpense.
  • Reimbursement Information
  • Can I buy it myself and be reimbursed? It depends on what you wish to purchase. Click here for a chart of explanation.

    Is this a valid receipt? A valid receipt contains amount, date, place of purchase, identification of what was purchased, and proof of payment. For more info, see https://kb.ucdavis.edu/?id=10787.

    Reimbursement FAQs
  • Miscellaneous Reimbursement Request Form for Professional Expenses
  • Miscellaneous Reimbursement Request Form for Professional Expenses (PDF)
    For anything not travel or entertainment/event related, e.g. teaching and research supplies

    Please fill out the form, attach receipts and submit via email to langlit@ucdavis.edu. If you prefer to type the needed information into an email, rather than submit a form, that is fine!  The form is just to help you know what is needed.

    > Add Business Office Staff as your expense delegates: How to add delegates
    > Combined receipts must not exceed $499.99 for each form.
    I> f you are unable to provide a receipt, please complete a Declaration of Missing Receipt Form and submit it with your reimbursement form.
  • Event Reimbursement Request Form

  • » Fill out the form below, attach receipts and submit via email to langlit@ucdavis.edu. If you prefer to type the needed information into an email, rather than submit a form, that is fine!  The form is just to help you know what is needed.
    » Include an Attendee List and event flier or invitation.
    » Add Business Office Staff as your expense delegates: How to add delegates
    » Turn in within three weeks after the event.

    Event Reimbursement Request Form (PDF)

    Event Reimbursement Request Form (DOCX)

  • Travel Reimbursement Request Form
  • Travel Reimbursement Request Form
    Please fill out the form, attach receipts and submit via email to langlit@ucdavis.edu. If you prefer to type the needed information into an email, rather than submit a form, that is fine!  The form is just to help you know what is needed.

    > Add Business Office Staff as your expense delegates: How to add delegates
    > Turn in within 3 weeks of returning from travel.
    > If you do not have the required receipts, please complete a Declaration of Missing Receipt Form and submit it with your reimbursement form.

    NOTE: We do not offer per diem for meals/lodging.  Instead, we reimburse what you actually spent up to the maximum allowed each day (based on destination).

 

RESERVE A ROOM

To reserve a room in Sproul email langlit@ucdavis.edu to make the request. Please include date, start/end time, desired room, and purpose of the reservation (name of event, make-up exam (unproctored), or meeting).  

View Room Options  (login required)

HOST AN EVENT

 

TRAVEL ON BUSINESS

  • Travel Reimbursement Request Form
  • Travel Reimbursement Request Form
    Please fill out the form, attach receipts and submit via email to langlit@ucdavis.edu. If you prefer to type the needed information into an email, rather than submit a form, that is fine!  The form is just to help you know what is needed.

    > Add Business Office Staff as your expense delegates: How to add delegates
    > Turn in within 3 weeks of returning from travel.
    > If you do not have the required receipts, please complete a Declaration of Missing Receipt Form and submit it with your reimbursement form.

    NOTE: We do not offer per diem for meals/lodging.  Instead, we reimburse what you actually spent up to the maximum allowed each day (based on destination).
  • Note to Traveling Grad Students
  • Please talk to your graduate coordinator before using AggieExpense to clarify whether you will actually be reimbursed OR just be issued a fellowship stipend.
     
  • UCOP Business Travel Insurance Program - Register your trip
  • If you do not purchase your flight via the AggieExpense website, you are required to manually enroll for your free travel insurance at UC Away. The University will not reimburse the cost of trip protection from Expedia or other vendors.
  • Passport Services
  • UC Davis offers passport services on campus at the ARC. Make an appointment or drop in here: https://campusrecreation.ucdavis.edu/business-center/passport-services .
  • Policies
  • UC Travel & Entertainment Policies

 

APPLY FOR FUNDING

Internal Funding

  • Academic Senate Grants for faculty
  • See Academic Senate website for details
    > Research Travel Grant ($1000)
    > Research Small Grant ($2000)
    > New Research and Scholarship Initiatives and Collaborative Interdisciplinary Research ($10,000-$25,000)
  • Academic Federation Grants for lecturers
  • See Academic Federation website for details
    Research Travel Grant ($800)
    Innovative Development Awards (up to $20,000)
  • Davis Humanities Institute Funding
  • Faculty Research Fellowships and Research Cluster Fellowships

    See DHI Website for details https://dhi.ucdavis.edu/faculty.
  • First-Year Seminar Mini-Grant
  • If you are teaching a first year seminar, see https://fys.ucdavis.edu/faculty/mini_grant.html for application instructions and eligible expenses.
  • Instructional Improvement Mini-Grant
  • Guidelines & Application (via docusign)

    Funds for course field trips, movies/music, guest speaker honorarium, and more. See application for restrictions & instructions.
  • Publication Support
  • L&S Publication Support Application & Guidelines - revised 05/2019 [pdf, fillable]

    Applications for Publication Assistance funding are to be emailed to Katie Bucrek in the College of Letters & Science: ad-assistant@ucdavis.edu. Once reviewed by the College, Katie will forward it to the Office of Research.

    NOTE: In order to spend these funds on editing services or subvention fees, you must get pre-approval from the procurement department (separate process from getting the funds).  See "Business Contracts" above.You may request funding and a business contract in parallel if you wish.

External Funding

Applications for External Grants and Fellowships are submitted via Cayuse in order to be reviewed by the Office of Research. Please reach out to our Grants Manager, Mary Carrillo, for assistance preparing your budget according to campus and sponsor requirements.

> Grant Writing & Resources