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.

  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.
  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.

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.
  • 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").

The University’s current preferred contracted providers for bus and charter vehicle services are:

  • Medina Tours and Charters, Inc.
  • Professional Charter Services, LLC.
  • Storer Transportation Services

For reservations, fees, and availability, please call or email the suppliers directly.

As part of the order confirmation process, suppliers will need a purchase order number. Please use the BearBuy Vehicle Charter form to generate a purchase order to the selected company prior to the event date for prompt billing and payment.

To purchase Vehicle Charter Services from any suppliers not listed above (non-contracted Suppliers), please use the BearBuy Amount Only Form and provide:

  • contact information
  • name and contact information for the charter service
  • pickup time
  • drop off time and location
  • trip purpose
  • vehicle and pickup instructions
  • vehicle type
  • number of passengers
  • trip details
  • Certificate of Insurance naming the Regents as additionally insured
  • Copy of most recent satisfactory safety inspection by the state.

Requests to hire charter transportation costing $5,000.00 or more must be accompanied by quotations from at least 3 other bus companies.

  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.

  • Research Protocol number, if known
  • Vendor contact information & account information, if applicable
  • Purchase time range, not to exceed one fiscal year
  • Estimated cost for entire time range
  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.

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:

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