Business Forms
    Advanced Power and Energy Program

    Miscellaneous Expense Reimbursements


    Requests for supplies/materials, services, shipping, etc. must be submitted to an authorized buyer in the APEP Purchasing and Reimbursements Office by submitting a purchase request following the guidance located HERE. Per UCOP Purchasing Policy BUS-43, when an employee who has not been delegated purchasing authority makes a purchase on behalf of the University, the University considers this an unauthorized purchase.

    We do understand that sometimes emergency purchases are necessary. For example, if a printer ran out of toner on Tuesday night and handouts are needed for Wednesday morning and no one is available with a PALCard, the user purchases toner at the store and pays out of pocket. In these types of cases, the user must follow the steps below to request reimbursement.

    How to submit a request for reimbursement of Miscellaneous expenses:

    1. Save receipts/invoices in pdf format (they must be itemized and show proof of payment)
    2. Attach the pdfs of your receipts/invoices to an email to your supervisor/advisor
    3. Important: please enter email subject line in this format: today's date - "reimbursement" - your initials
      • Example: 8/2/11 - reimbursement - MKM
    4. Copy and paste the miscellaneous expense reimbursement info table to the body of your email (see info table below)
    5. Complete the first four fields of the info table
    6. Email your request for reimbursement to your supervisor/advisor (if applicable)
    7. When your supervisor/advisor approves, they will forward to the APEP Finance Team for funding verification.
    8. When funding is verified, the APEP Finance Team will forward to the APEP Purchasing and Reimbursements Team for processing
    9. The APEP Purchasing and Reimbursements Team will enter the reimbursement request into KFS and email you to notify you when the reimbursement document is ready for you to *approve in KFS. They will provide you with a link to the document in KFS where you can review and click "approve."
      * If you are an active employee in UCPath. If you are not an active employee in UCPath, you will be emailed a non-employee certification form to sign and return.

    Miscellaneous expense reimbursement information table:

    1. Payee Name
    2. Total Reimbursement Amount 
    3. Explain the reimbursement
      a. What we are reimbursing
      b. Why the purchase could not be made
          with proper purchasing methods
      c. The urgent need for the purchase
    4. Justification/purpose for need on project
    5. *Account/Project

     

                                                                                         *Indicates information needed from PI/Supervisor