Overview
The University of California and UC Berkeley have a number of programs to facilitate payments for travel as well as low-value goods and services. These programs deliver significant benefits to the University and our employees.
Learning Topics
Campus deliverables
1. Business Travel/ConnexUC
ConnexUC is the UC system wide business travel program. As a result, we have tremendous leverage with airlines, rental cars and hotels to negotiate discounts you won’t find anywhere else, in addition to numerous other perks/benefits including:
- Allows you to make travel arrangements online or through an agent by phone.
- Highlights and allows you to take advantage of all UC-negotiated discounts.
- Automates Business and Travel Accident Insurance coverage for business travel at no cost.
- Supports the Direct Bill process to charge airfare for business travel directly to the university so that you don't have to wait until after the completion of travel for reimbursement.
- ConnexUC can also be used to obtain the same great discounts for personal travel as well. Some, but not all perks/benefits are also available for personal travel.
All active UC Berkeley employees automatically have access to the ConnexUC program and its many benefits. Learn more about ConnexUC and why you should use it.
2. Procurement Card Program
UCB’s Procurement Card Program offers a variety of types of procurement cards designed to make purchasing low-value goods and services easy and efficient. If your role at UCB involves frequent purchasing of items that otherwise would require reimbursement, frequent travel, or has a role in regular event planning, you may wish to apply for a procurement card. Please contact your Divisional Finance Leader for more information on that process. If you have questions about the Card Program or need help getting started, please contact us at creditcard@berkeley.edu.
One of the most common requests from UC Berkeley shoppers is for a list of what can and cannot be purchased with a bluCard, EPC or any other card; conversely, what items need to be paid via a PO or other method. The Purchasing and Payment Method Matrix clearly outlines what is and isn't allowed for each different purchasing method, and provides links to campus resources that describe the process and policy that limit which payment methods can be used for different activity types.
3. Reimbursements
Reimbursements for travel, entertainment, and any other business expenses are processed in the Reimbursement System. All UC Berkeley employees have access to this system and can submit expenses for reimbursement.
There are extensive resources available to assist in using the reimbursement system and understanding the associated policies.
Policies that govern the work
Roles and responsibilities
Divisional Finance Leaders
- Approve requests for procurement cards and ensure that transactions are reconciled in a timely manner as defined in the Credit Card Program Memorandum of Agreement.
- Approve reimbursements, ensure that transactions are compliant with policy, receive goods, and approve vouchers, although these roles may be delegated within the unit.
Accounts Payable
- Provide education and training on relevant policies and procedures.
- Audit a subset of transactions for quality control.
Additional Resources
The AP team delivers training sessions to provide overviews of and insight into campus financial processes at UC Berkeley via Zoom each quarter. So far, the training sessions have included travel, credit card processes, reimbursement, payment methods, and vendoring. See Accounts Payable Training Sessions for details.
The AP team is available to facilitate on request sessions for units that would like to ensure that all staff have consistent information about policies and procedures. Contact disburse@berkeley.edu to request a session.