Business Office Forms & Policies
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Planning: Before you buy, entertain, travel, or hire
- Purchase Requests
- Can I buy it myself and be reimbursed?
- Applying for Grants & Other Funding Opportunities
- Business Contracts (Payment of subvention fees, editing costs, translation costs, etc.)
- Event Planning
- Travel Planning
Afterward
- Is this a valid receipt?
- Aggie Expense Tutorial Videos
- Setting Up Aggie Expense (Adding phone number and expense delegates) [YouTube video]
- Preparing a "Professional Expenses" report in AggieExpense [YouTube video]
- Travel Reports micro-learning [Aggie Video]:
- Reimbursement & Reconciliation Forms
Purchase Requests
To avoid incurring out of pocket expenses, please email langlit@ucdavis.edu with the following information: the purpose of the purchase (e.g. to support teaching or research); a link to the item(s) to be purchased; and the account(s) to be charged.
IT Purchases (software, computers, etc.) must be pre-approved by LS IT (Letters & Science IT): https://lsit.ucdavis.edu/purchasing.
Can I buy it myself and be reimbursed?
It depends on what you wish to purchase. Click here for a chart of explanation.
If you are buying something for use in your home office, it is still university property and must be inventoried/acknowledged with this form: Employee Agreement Concerning the Use of University Resources (home office supplies/equipment).
Is this a valid receipt?
A valid receipt contains the amount, date, place of purchase, identification of what was purchased (itemization), and proof of payment (via credit card, cash, etc.). For more info, see https://supplychain.ucdavis.edu/travel-entertainment/aggietravel/receipts. If you are unable to obtain a receipt that includes all of these, please complete a Declaration of Missing Receipt Form (docusign powerform) and submit it with your reimbursement form.
Reimbursement and Reconciliation Forms
Download & complete the appropriate form to accompany your receipts. Email form and receipts to langlit@ucdavis.edu within 21 days of the expense and our staff will prepare an AggieExpense report to reconcile your corporate Travel & Entertainment credit card charges, your CTS airfare, or your out-of-pocket expenses.
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Event Reimbursement Request Form (pdf): Submit with receipts and event flyer/invitation or attendee list.
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Professional Expenses Reimbursement Request (pdf) i.e. everything that is not Travel or Entertainment including books, 1-year memberships, supplies, and more. Total expenses must not exceed $499.99.
If you would like to prepare your own report, in AggieExpense, try following our DIY Checklist or view the tutorial videos.
For Frequently Asked Questions about reimbursements, see our Reimbursement FAQ page.
Applying for Grants & Other Funding Opportunities
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Funding type
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Form
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Instructions
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|---|---|---|
| Academic Affairs | Grant Writing & Resources: https://academicaffairs.ucdavis.edu/tools/grantwriting_resources.html | See Academic Affairs website for details. |
| Academic Senate Grants |
Research Travel Grant ($1,000): http://academicsenate.ucdavis.edu/grants_awards/travel_grant.cfm Research Small Grant ($2,000): http://academicsenate.ucdavis.edu/grants_awards/small_grant.cfm New Research Initiatives ($10,000-$25,000): http://academicsenate.ucdavis.edu/grants_awards/large_grant.cfm |
See Academic Senate website for details |
| 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 | See https://fys.ucdavis.edu/faculty/mini_grant.html for appliccation instructions and eligible expenses. | At or before the beginning of the quarter in which your seminar will be taught, send a request for Mini-Grant support and a proposed budget to the Center for Excellence in Teaching and Learning. The FYS will review your request and identify any ineligible expenses. |
| Instructional Improvement Mini-grant | Mini-Grant Guidelines & Application (Docusign power form) | Funds for course field trips, movies/music, guest speaker honorarium, and more. See application for restrictions & instructions. |
| Pivot research funding search | How-to video: https://www.youtube.com/watch?v=EnTlxSCmLtk | Search here: https://pivot.proquest.com/dashboard |
| Publication support |
L&S Publication Support Application & Guidelines [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. |
Business Contracts
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. Please email this prehire worksheet to langlit@ucdavis.edu in order to describe the scope of work. We also require documentation of a price quote (either a flat fee or hourly rate). These items will be used to generate a Purchase Order.
If you wish to hire a current UC Davis Student, you must instead hire them in a student assistant or GSR title: Student Hire Request form (SmartSheet web form).
Regardless of whether you are hiring a contractor or student, approval must be received before work can begin.
Event Planning & Entertainment Information
UC Entertainment Policies: UC Davis Entertainment Website
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Form/Topic
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Instructions
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|---|---|
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Event Planning Form (pdf) |
Please fill out and submit to langlit@ucdavis.edu. |
| Email langlit@ucdavis.edu for assistance | |
|
Honorarium Request Form (fillable PDF) |
Initiate this form via docusign link. To begin the request, you need the following information: Honorarium Recipient's Name & Email, Hosting Faculty's Name & Email, Approving Department Chair's Name & Email. |
| Consent to Record Form | Have speaker and participants complete this form to grant permission to record audio/video. |
| Fill out this form if you would like to provide feedback on an event to keep for a future similar event. Submit to langlit@ucdavis.edu. | |
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Corporate Travel & Entertainment Card |
A 30-minute online training must be completed prior to the issuance of a card. More information and the application can be found at https://supplychain.ucdavis.edu/travel-entertainment/travel-card/corporate-liability |
UC Travel Policies: UC Davis Travel Website
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Form/Topic
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Instructions
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Set up your profile, add LL Staff as Expense delegates, review policies and procedures. Tired of keeping track of receipts? Use the mobile phone app to import pictures of receipts directly into your AggieTravel account. Make sure the full receipt is captured and clear. |
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If you do not purchase your flight in AggieTravel, you must manually enroll for your free travel insurance at UC Away. Personal travel insurance is not reimbursable, but can be purchased here at affordable rates. |
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Corporate Travel and Entertainment Card |
A 30-minute online training must be completed prior to the issuance of a card. More information and the application can be found at https://supplychain.ucdavis.edu/travel-entertainment/travel-card/corporate-liability |