Where do I start? - Procedures for Funding Approval Requests

BEFORE

  • All funding requests for travel or professional development activities must be pre-approved by your supervisor, unit head, and AUL/Director before you leave on your trip or begin your activity. Professional development activities include workshops, conferences, classes, webinars, memberships, etc.
  • Create a Travel Pre-Approval Request. The link for this form will prompt you to make a copy of the Google doc form template in "My Drive" of your Google drive. Click on the "Make a copy" button to create a copy of the Google doc form. Edit the Title and name of the Google document to include your name and start date of travel (e.g. Jane Doe Pre-approval travel request 3/14/24). Fill out the Google document as completely as possible.
  • Click Share at the top right of the Google document:
    • Under ‘General access,’ select ‘UC Berkeley’ from the drop down
    • Change the access from Viewer to Editor
    • Copy the sharing link
  • Email the sharing link and any documentation to lbs@berkeley.edu to create a Jira ticket:
    • CC your supervisor on the email.
    • Copy and paste the Title of this Google document into the email subject line.
  • The approval process:
    • Your supervisor will reply to the Jira ticket with their approval, request for changes, or denial.
    • If your supervisor approves, they will cc their Department Head or AUL, which will add the next approver to the ticket. If Department Head, the Department Head  will repeat this step and cc the AUL.
    • The AUL will reply to the Jira ticket with their approval, request for changes, or denial. If applicable, they will cc SDC or the UL.
    • If you get any corrections from your supervisor or AUL, make the necessary corrections to the Google document and update your Jira ticket.
  • If you are not requesting funding from the University, either by direct bill or reimbursement, you are not required to complete this form. Please handle leave requests with your supervisor via email.
  • Consider these UCB Library Travel pre-paid services to help reduce your out-of-pocket expenses:
  • Prior to any travel out-of-state or to a foreign country, UC travelers must register for travel insurance to ensure insurance coverage for each business trip.

DURING

  • During your trip or activity, remember to collect receipts for airfare, rental car expenses, registration, membership, lodging, and any expense of $75 or more. For more details, review LBS's receipt requirements.

AFTER

Please submit your expenses for reimbursement within 30 days of returning from your trip or completing your activity. Review the table below to determine your next steps. If the report is submitted to Campus after 60 days, the reimbursement will be reported as taxable income per IRS regulations.  

If you have any questions regarding Travel policy or how to submit a request, please email our LBS travel staff at lbs@berkeley.edu.

If you have incurred... Please...
ONLY direct billed expenses
  • No action is required for registration and membership.
  • For Fleet Services, Fuel Card, Connexxus airfare, and lodging, please use your Jira ticket to submit your actual expenses and your receipts/invoice/itinerary. Please create a Google folder for your documentation and include the sharing link in your ticket.
ONLY Out-of-Pocket Membership, Registration, or Course Materials (No Travel) Use your Jira ticket to submit your actual expenses. Please create a Google folder for your receipts and include the sharing link in your ticket.
Out-of-Pocket expenses (Involving Travel)

Only Out-of-Pocket Travel Expenses

Go to the Campus Reimbursement System and create a report. Leave the chart string section blank, upload receipts, and save the report. Go to your Jira ticket to enter the Campus Report ID (TRV000xxxxxx) and alert LBS that your report is ready for review.

AIRFARE is direct billed

Go to the Campus Reimbursement System and create a report. When completing the form, include your actual airfare total and Direct Bill ID. Leave the chart string section blank, upload receipts, and save the report. Go to your Jira ticket to enter the Campus Report ID (TRV000xxxxxx) and alert LBS that your report is ready for review.
 

REGISTRATION/MEMBERSHIP is direct billed

Go to the Campus Reimbursement System and create a report, omitting your direct billed registration/membership expenses. Leave the chart string section blank, upload receipts, and save the report. Go to your Jira ticket to enter the Campus Report ID (TRV000xxxxxx) and alert LBS that your report is ready for review.

Recurrent Local Travel

Create monthly reports in the Campus Reimbursement System, leave the chart string section blank, upload receipts, and save the report. Go to your Jira ticket to enter the Campus Report ID (TRV000xxxxxx) and alert LBS that your report is ready for review. A Recurrent Local Travel Log is available to you as a tool to document your expenses as they accumulate. For more details, please review our Recurrent Local Travel instructions.
 

Out-of-pocket expenses + direct billed rental car expenses or direct billed lodging

Submit your actual expenses using your Jira ticket. Please create a Google folder for your receipts and include the sharing link in your ticket. An LBS Analyst will process your reimbursable travel expenses in the Campus System.

Recurrent Local Travel

If your recurrent local travel includes direct billed Fleet Services/Fuel Card expenses, report your monthly expenses in a Recurrent Local Travel Log provided by LBS and upload this log to your Jira ticket. Please create a Google folder for your receipts and include the sharing link in your ticket. An LBS Analyst will process your reimbursable travel expenses in the Campus System.