Before You Submit

The documentation listed below is required for efficient processing of your specific request type. Review this page before submitting your request, or contact us with questions.

Entertainment Reimbursement / Payment Request
  1. Gather event receipts/invoices, in electronic format (i.e. meal, refreshment or catering vendor receipts/invoices).
  2. Complete and scan the Entertainment Payment Request form
    1. Event host – individual must be present at the event and certify expenses and business purpose via signature on form or electronic certification.
  3. Submit your request in the ERSO Intranet.
Payment Request
  1. Gather required receipts, in electronic format, if necessary.
  2. Submit your request in the ERSO Intranet
  3. Upload the completed form(s) with your request, if necessary.
Cash Awards / Prizes

For Vendors:

  • Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
  • Announcement of winner (i.e. flier or website) with prize amount.

For Students and Non-Affiliated Individuals:

  • Provide outline of competition guidelines (or website) of the eligibility, criteria, and selection process, etc., if applicable.
  • Announcement of winner (i.e. flier or website) with prize amount.
  • Per BFB-G42, all cash prizes to individuals require exceptional approval from Dean or other delegated official.
    NOTE: Cash prizes of $600 or more are taxable to the recipient.
Honorarium
Supply Reimbursement
  • Itemized Receipt
    What constitutes a receipt? A receipt is a payment document showing date of purchase, name of vendor/store, amount paid, description of goods purchased, and evidence payment was made (e.g., zero balance or marked "Paid").
Participant Support
Purchase Request
  1. Find and identify the item(s) for purchase.
  2. Submit your request in the ERSO Intranet (only one vendor, per request).
    1. Enter description on the Intranet request page, one item per line.
    2. Enter detailed information or item URLs in the Special Instructions field.
    3. Upload any additional supporting documents (i.e. quotes, etc.).

Note: BearBuy is the campus enterprise procurement system. Shopping directly in BearBuy provides direct access to catalog pricing and products. Login to BearBuy.

Purchase between $5K and $100K
Purchase over $100K
After-the-Fact Payment
Independent Contractor Services
Human Subject Research Gift Cards
  • Research Protocol number, if known
Job Advertisements
Recurring Payment / Blanket PO
  • Vendor contact information & account information, if applicable
  • Purchase time range, not to exceed one fiscal year
  • Estimated cost for entire time range
Subaward (for RAs)
  1. Gather required receipts, in electronic format.
  2. Complete and scan the appropriate Travel Form.
    1. Traveler must certify their expenses via signature on form or electronic certification.
  3. Submit your request in the ERSO Intranet.
Travel Reimbursement Document & Receipt Requirements

Domestic (Continental) Travel

  1. Completed Domestic Travel Expense Reimbursement Form
  2. Receipts required for airfare, lodging, and car rental expenses regardless of amount
  3. Receipts required for all other expenses of $75 or more

Foreign & Non-Continental Travel

  1. Completed Foreign Travel Expense Reimbursement Form
  2. Submit receipts for airfare and car rentals regardless of dollar amount
  3. Daily limits for lodging and meals vary by location and are available on the US Travel Management website
  4. Receipts for lodging, meals, and incidentals are required only when the daily limit was exceeded
  5. Receipts are required for individual expenses of $75 or more (i.e., ground transportation, interpreter services, etc.)

Notes:

Conference Registration Pre-Payment
  • Completed registration form - methods:
    • Screen capture or PDF of completed form
    • Registration URL with login credentials to your completed form