Department Resources

Department Resources

ECE Forms, Policies and Information

Purchasing & Reimbursements

  • How do I get reimbursed for travel, supplies, or entertainment expenses?

  • Reimbursements are processed by the COE Shared Service Center (COE-SSC) via PrePurchasing.
    Please refer to this link with instructions for entering a request in PrePurchasing.

    There are three types of reimbursements: Travel, Entertainment, and Supply.
    1. Travel
    Travel reimbursements are done for expenses incurred during university-related travel. To complete a travel reimbursement request:
    1. Fill out a travel reimbursement form with actual expenses incurred from the trip.
    2. Provide itemized paid receipts. Receipts are required for items that cost more than $75, but please try to provide receipts for all expenses
              •Missing required itemized receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing.
    3. Enter the request for reimbursement into the PrePurchasing System (OPP).
    4. Upload the form and all receipts to the PrePurchasing request, and submit the request once done.
    5. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP.
    6. Shared Services Purch & AP will then initiate the reimbursement in AggieExpense. The requestor will be notified by email to log into AggieExpense, review the reimbursement report, and submit it for final review and payment.

    All documentation that you would have normally provided in paper or email form, is now uploaded into the OPP system (prepurchasing.ucdavis.edu).

    All travel expenses (whether for in-person or virtual meetings/conferences) must be entered and submitted in AggieExpense within 60-days of the end of your trip to avoid paying imputed income taxes on the cost of the trip. To avoid being taxed, submit your receipts in OPP (prepurchasing.educdavis.edu) within 30-45 days of your trip end so that Shared Service Purchasing has an opportunity to enter your travel expenses into the AggieTravel system before the 60 days. To avoid any delays, be sure you include all back-up documentation and provide all the necessary information in your OPP document before you submit it for reimbursement. The 60-day clock stops when you submit your trip in AggieExpense (not in OPP).

    Additionally, you also need to set up 'delegates' in AggieExpense so that the Shared Service Purchasing staff can process your travel paperwork.

    How do I add a delegate on AggieExpense?

    Step 1. Go to aggieexpense.ucdavis.edu to login to AggieExpense with your Kerberos ID and password
    Step 2. Click on the ‘Profile’ link on the top right of your screen
    Step 3. Select ‘Profile Settings’
    Step 4. On the left side of your screen, under ‘Request Settings’, click ‘Request Delegates’
    Step 5. Click the ‘Add’ button
    Step 6. In the search bar, enter email address (see list below) and click the ‘Add’ button to the right to add ‘name of person’
    Step 7. Check the boxes for ‘Can Prepare, & ‘Can view receipts’
    REPEAT Steps 5-7 to add the rest of the Shared Services processors and CS Account Managers listed below:

    Flory, Pia: paflory@ucdavis.edu

    Cerna, Irma: imcerna@ucdavis.edu

    Andrade, Norma: nandrade@ucdavis.edu

    Kessler, Jill: jmkessler@ucdavis.edu

    Valenzuela, Marcie: mmvalenzuela@ucdavis.edu

    Clague, Melanie: mclague@ucdavis.edu

    Soukphaly, Isabelle: isoukphaly@ucdavis.edu

    *Don’t forget to ‘SAVE’ before you exit the screen.

    2. Entertainment
    Entertainment reimbursements are done for expenses incurred while hosting a university-affiliated and approved event. For more information about what types of entertainment expenses are allowable, visit Supply Chain Management's Entertainment webpage. To complete an entertainment reimbursement request:

    1. Fill out an entertainment request form.
    2. Provide receipts. If the charges are over $75, an itemized receipt is required.
              •Missing required receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing.
    3. Provide a list of attendees.
              •If your event had 10 attendees or less, a list of attendees by name and occupation is required to be submitted with the request. If your event had more than 10 attendees, a list is not required to be submitted along with the request but it may be needed for later approval.
    4. Enter the request for reimbursement into the PrePurchasing System (OPP).
              •Refer to this link with instructions for entering a request in PrePurchasing: https://ucdavis.app.box.com/file/779452394216?s=m2wkigqe3fwkmbgkzq5xxt7jgbrdpbp6
    5. Attach the form, any receipts, and a list of attendees to the PrePurchasing request and submit the request once done.
    6. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP for processing.
    7. Shared Services Purch & AP will then initiate the reimbursement in AggieExpense. The requestor will be notified by email to log into AggieExpense, review the reimbursement report, and submit it for final review and payment.

    3. Supply

    Supply reimbursements are done for expenses incurred while purchasing supplies for university-affiliated activities. Out of pocket expenses are not allowed. Only in extenuating circumstances can someone purchase supplies out of pocket with the expectation of being reimbursed.

    The limit per supply reimbursement is $499.99 including shipping and handling; if your reimbursement exceeds that amount you will need a confirming order form and approval from the dean of the College of Engineering. To complete a supply reimbursement request:

    1. Fill out a supply reimbursement request form.
    2. Provide itemized receipts. Original receipts are required.
              •Missing required itemized receipts over $75? Please fill out a Declaration of Lost Evidence Form and attach it to the payment request in PrePurchasing.
    3. Enter the request for reimbursement into the PrePurchasing System (OPP).
              • Refer to this link with instructions for entering a request in PrePurchasing: https://ucdavis.app.box.com/file/779452394216?s=m2wkigqe3fwkmbgkzq5xxt7jgbrdpbp6
    4. Attach the reimbursement form along with receipts and submit once done.
    5. The request will be reviewed and approved by a department approver and account manager. Once approved, the request will be routed Shared Services Purchasing & AP for processing.

    All purchases, with the exception of “emergency” items needed immediately for teaching or research purposes, should be initiated in PrePurchasing and processed through the COE-SSC and not by using personal funds with the intent of being reimbursed.

    In order to ensure we are efficiently following purchasing and supply reimbursement guidelines, all reimbursement requests for expenses that are incurred out-of-pocket should be submitted as soon as possible.

    Please limit out-of-pocket purchases to emergencies. Employee reimbursement requests are considered high-risk transactions and may not be approved.

    Itemized receipts must be provided to the business office showing proof of payment.

    If you have any questions or would like the department to assist you in submitting a reimbursement request, please visit our Business Office during open hours.

  • What form do I use for my reimbursements? 
  • All reimbursement forms are linked in the 'How do I get reimbursed?' section. The most up to date forms can be found at the College Intranet.
    For travel: Travel Reimbursement Form
    For entertainment: Entertainment Reimbursement Form
    For supplies: Supply Reimbursement Form
  • How do I buy something?

  • PIs, and their approved delegates, initiate the orders in Prepurchasing for routing to the COE Shared Service Center (COE-SSC) for processing. Financial approval is necessary for each order and will be completed by the associated research administrator. The research administrator is responsible for reviewing the budget information and confirming that the item seems reasonable for the project. Please do not combine orders for multiple vendors. 

    If you need access to PrePurchasing, please have your faculty sponsor contact their assigned research administrator: Michael Ebrahim, Wendy Johnson, or Roxanne Vidales.

    While the business purpose is not a required field, the PI is responsible for knowing the justification for purchases charged to an extramural account and will need to provide this information in the event of an audit.  It is strongly advised that the business purpose field be completed, referencing the benefit to the project for orders on extramural accounts.

    Scenarios that are not processed in PrePurchasing:
    •    Request for service such as editing, indexing, and transcription must be reviewed by campus Contracting Services. This can take 4-6 weeks. Please do not pay out of your pocket for these expenses.
    •    Payments for work, such as research assistants, must be processed through payroll. Absolutely no work should be completed by the prospective employee before the person has signed employment paperwork. 

  • How do I use PrePurchasing (OPP) to submit a purchasing request?
  • Instructions for filling out a purchasing order request in PrePurchasing can be found here, as well as a Vimeo video to show the full process.
    Please note: You have to have an active account in PrePurchasing to be able to submit orders. To become an approved purchasing delegate, please contact your faculty sponsor or your supervisor's department representative.
  • Unauthorized Purchasing
  • An unauthorized purchase is one where a purchase is made on behalf of the university without the appropriate approvals being secured first. Please check here for more information. 
  • How do I have my reimbursement direct deposited?
  • If you are a student, visit this website. If you are an employee, please visit UCPath for more information.  Direct Deposit for employee reimbursements is now managed in UCPath.
  • How do I order equipment?

  • All equipment orders are submitted via Prepurchasing. Equipment orders should include an Equipment Eligibility checklist.  You must include the product number, price, description, and vendor when submitting a puchase order request.

    Please be aware that international orders may have additional restrictions required by sponsors.  Please discuss all international equipment orders with your research administrator.

  • Where do I send an invoice for payment?
  • If an invoice is received at the department, please send it directly to the campus AP Invoicing service. It can be sent via intercampus mail or by email. 
    Professional membership invoices must be submitted for payment in PrePurchasing, with the approval of PI/faculty and or the department chair signature.
  • How to Guide 
  • Supply Chain Resources and Training with how-to videos on Aggie Enterprise System Navigation, Setting Up Requisition Preference, and How to Window Shop.

Travel

  • What are the per diem rates?
  • Per diem rates set by the US General Services Administration can be found at here.
  • I will be traveling. How do I make reservations and charge expenses directly to my award?

  • Comprehensive travel information can be found on the UC Davis Travel & Entertainment website. 

    Travelers should use AggieExpense whenever possible or use their UC Davis Travel Card. This is a US Bank credit card that is issued against the University’s credit and can be used for any travel or entertainment expense such as registration fees, lodging, meals, airfare, etc. It generally takes about 7-10 business days for processing. Additional information about the program is located at https://supplychain.ucdavis.edu/travel-entertainment/travel-card. Using the card will reduce your out-of-pocket expenses.

    Travel expenses charged directly through AggieExpense, ConnexUC, or the UC Davis Travel Card will still require a completed reimbursement form to be submitted in PrePurchasing or via AggieExpense.  
    •    Remember to submit itemized receipts and travel reimbursement forms via Prepurchasing within 30-45 days to avoid late fees and penalties.
    •    Expense reports submitted after 60 days of the trip or event end date will be reported as taxable income to the employee.              

    Additional resources for flights, rental cars, and lodging can be found at ConnexUC. 

  • My student will be traveling, how can their travel expenses be applied directly to my award?
  • Student travel can be arranged using AggieExpense, ConnexUC or with payment from a faculty/mentor UC Davis Travel Card.  Please remember that traveler will need complete travel reimbursement forms to clear charges after travel.
    •    Remember to submit itemized receipts and travel reimbursement forms via Prepurchasing within 30-45 days to avoid late fees and penalties.
    •    Expense reports submitted after 60 days of the trip or event end date will be reported as taxable income to the employee.   
  • Employee and Non-Employee Cash Advance Request for Business Travel Expenses
  • Cash advances are travel-related payments made before a trip begins. They should be used sparingly. For more information and to download the request form, please click here.
  • I will be traveling outside California and/or internationally, what do I need to know?

  • All international trips must be registered with UC Away prior to the trip's start, regardless of whether you will be requesting reimbursement. Booking domestic and international flights through AggieExpense automatically registers your trip on UC Away. Learn more here.

    Please include a copy of your trip registration email when submitting any travel reimbursements, as it contains a code necessary for processing.

  • How do I fill out a travel reimbursement form?
  • For specific instructions on filling out a travel reimbursement form, please see here. 
  • What are the expense limits for lodging and entertainment reimbursements?
  • For more in-depth information on allowable entertainment expenses, please visit the supply chain management website.
    Maximum nightly lodging rate is $275 (not including taxes and fees).
    Meal reimbursement for Travel under 30 days within the lower 48 states is now capped at $79 per day of travel (previously $62).

    The maximum meal rates for entertainment and business meeting meals are as follows:
    Breakfast: $31 (previously $28)
    Lunch: $54 (previously $49)
    Dinner: $94 (previously $85)
    Light refreshments: $22 (previously $20)
    These amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges, but not any room or equipment rentals.

Aggie Ship - How do I ship and receive research & business packages?

  • AggieShip is the online module used to process outbound shipments (domestic and international) at UC Davis.
  • Once you're logged into AggieShip to create your shipping label (for domestic shipping only), you are required to input your faculty account number to start the process. An example is seen here. If you do not know the chart of account details, please contact your faculty advisor and/or research administrator. 
    Once this information is saved, you can then go to the "Home" screen of AggieShip and open a shipping label request to which you will fill-in the information, looking like this.
  • How do I ship internationally with AggieShip?
  • Follow the same steps as domestic shipping, but you're also required to login to AggieLogisitics, to provide additional shipment information. Once the online form is submitted, Aggie Logistics staff will email the shipping label in pdf form, and will attach additional customs documents that must be signed by the shipper.

    For any questions regarding department recharge accounts as well as shipping assistance, please contact ECE staff at ece-notify-request@ucdavis.edu or the Supply Chain Management Help Desk at ucdservicedesk@ucdavis.edu.

Building and Administrative Related Protocols and Guidelines

  • Business Office Schedule

  • ADMIN OFFICE HOURS: 

    Beginning Fall 2023, the main office will be open for in-person business from Monday to Thursdays from 9 am – 12 pm and 1 pm – 4 pm. The office will be operating virtually on Fridays. For after-hour inquiries, please email ece-notify-request@ucdavis.edu.

  • Meeting Space & Room Reservations 
  • You can check meeting space availability here before submitting your request via the Community Online Web Scheduler.
     All reservation policies can be found here. Information from Campus Ready about in-person events can be found here.
  • Mail and Packages
  • Mail Services delivers to the ECE office on Monday, Tuesday and Thursday mornings. Deliveries include USPS and Amazon packages. FedEx, DHL, and UPS packages are typically delivered daily to COE Receiving. ECE staff will email recipients to notify that their package is ready for pickup at the ECE business office. 
    Packages that are delivered on Wednesdays, and Fridays can be picked up directly at Central Receiving/Mail Services at 615 Hopkins Rd. Pick up hours are 8am-12pm and 1pm-5pm.
    COE Receiving is located at 1014-A Ghausi Hall and can be accessed outside from the courtyard. You can pick up packages there between 9am-12:30 and 1pm-3:00pm. 
  • Physical Key Access - Kemper Hall, Ghausi Hall, and Academic Surge 
  • Many doors, including exterior and research lab doors, require physical key entry to unlock. These buildings are open Monday, Thursday and Friday from 7am – 8:30pm, Tuesday and Wednesday from 7am - 9:30pm. If you will need access outside of those hours, or if you will be using lab space, you will need to submit an online key and access request.
    The faculty advisor that you select, will review and approve your request. Once your request is approved, Jide Akinmoladun (jakinmola@ucdavis.edu), will reach out to you via email to schedule a key checkout from the ECE business office at 2064 Kemper Hall.
    If you experience an emergency room lockout from your research lab, office, or conference room, please contact UCD Facilities by calling them directly at 530-752-1655.
  • AggieAccess - Kemper Hall 

  • Many doors, including exterior and lab doors, require AggieAccess to open them. Kemper Hall is open Monday – Friday from 7am – 7pm. If you will need access outside of those hours, or if you will be using lab space, you will need to submit an online key and access request.

    How does Aggie Access work?

    To obtain AggieAccess, you need to request an AggieAccess credential. Fill out this form on the AggieAccess webpage. 
    The quickest and easiest form of access is a mobile credential. The mobile credential requires that you download the HID mobile app. The mobile credential must be activated within 3 weeks or it will expire and you will have to re-submit an additional request online. After activation, the mobile app will allow you to enter any door that you have been granted access to. We encourage everyone to use a mobile credential rather than a physical card because there is less of a delay in processing.

    Once you have requested your mobile credential, please visit the Mobile Credential How-to page. This webpage outlines what to expect after requesting your mobile credential.
    Please check your spam folders when searching for the HID app email invitation. If it has been 72 hours since you submitted the credential request and you still have not received the email invitation, please submit visit the Aggie Access Contact Us page to submit your questions.

    Q:  Who is the Department Key Control Manager?

    A:  Jide Akinmoladun. Send a message via the AggieAccess "Contact Us" section for Aggie Access inquiries. 

    Q: What is the role of a Key Control Manager?  

    A:  Provides access to department personnel who are in the AggieAccess system. They can only grant access to personnel who are within the Department of Electrical and Computer Engineering.  

    Q:  Can I request a physical access card instead of a mobile credential?  

    A:   We strongly recommend that all students and most staff request a mobile credential rather than a physical access card. Access cards typically take 2-3 weeks to process and will need to be picked up from the UC Davis police department. Mobile credentials allow you access quicker and with less hassle than a physical card.   

    Q: My invitation to download the app expired.  How do I request a new credential to download app?  

    A:  You can request a new invitation via the AggieAccess credential request page

    Q:  Can I request an access card instead of downloading and using the app?  

    A:  Students are granted mobile access only.

    Q:  Will I still be able to use my physical key to enter the buildings?  

    A:  All physical keys should be returned to the ECE business office at 2064 Kemper Hall.   

  • How do I Submit a Facilities and Building Maintenance Request?

  • Building Maintenance Services is the repair and maintenance provider for all research, academic, and classroom facilities on the UC Davis campus. Facilities request tickets must be submitted by the ECE department liaison, Jide Akinmoladun (jakinmola@ucdavis.edu). Please email Jide and include all details regarding the request, including image attachments, exact room and building location, and date and time so that the submitted ticket is fully accurate regarding the request. 

    If you experience an emergency room lockout from your research lab, office, or conference room, please contact UCD Facilities by calling them directly at 530-752-1655.

  • How do I Request a Guest Parking Pass for Department Visitors?
  • Please email Jide Akinmoladun (jakinmola@ucdavis.edu) and Rebecca Bailey (rbailey@ucdavis.edu) regarding the need for guest parking passes. You will need to provide a recharge account, title of event, and the names and emails of each visitor. Parking in A, C, and C+ lots are $14.00 per parking pass. 
  • How do I retire, salvage  or surplus capital and non-capital equipment using AggieSurplus?
  • Complete the Service Request in Aggie Logistics to initiate the pick-up request.
    Pick-up will be completed by Special Services at their standard rate. See our tips on preparing for pick-up to minimize costs. 

    Complete the online Surplus Property Form if you wish to consign or sell an item with a value exceeding $250.00.  It is used to sell an item through AggieSurplus that will remain at the department location while being sold. Contact AggieSurplus to determine fair market value prior to completing this form. Revenue sharing only occurs when items sell for greater than $250. With the exception of ‘lot sales’, only one item per form should be submitted.

    Equipment that is listed as a capital asset will be removed from inventory by Special Services, and no additional steps are needed. If you have any questions regarding equipment salvage, please contact your department asset representative, Jide Akinmoladun.
  • Faculty Grad Regalia Rental Request for Commencement Ceremonies

  • Please send Jide (jakinmola@ucdavis.edu) the following information for commencement regalia:

    Name:

    Date of commencement you are attending:

    Height:

    Type of robe- PhD/MD, Masters or Bachelors:

    Hood type (if needed):

    Cap size (if needed):

    Click the link for more information, https://www.ucdavis.edu/commencement. Please email Jide if you have any questions.

  • Code of Conduct
  • You agree to abide by the UC Davis Principles of Community: http://occr.ucdavis.edu/poc. Please report any unsafe or suspicious activities to the department CAO, Mohabbat Ahmadi.
  • Health and Safety

  • By gaining access to the building and department labs, you agree to participate in an annual safety training and abide by all department and university safety policies. For safety training information, please contact Lance Halsted at lehaslted@ucdavis.edu. For more extensive details regarding required safety trainings, forms, policies, and department and university safety staff, please click here.

    In the event of an emergency alarm, lab users must quickly bring their work to a halt, cap any open chemical containers and leave the building by the nearest exit. 

    In case of emergency, contact campus police and fire departments by calling 911 from a campus phone or 1 (530) 752-1234 from a cell phone. 

    In case of injury:

    ♦   Employees must seek medical attention immediately and contact employee or student health services if injured. The department office must be informed within 24 hours and Form III(b) must be filed.
    ♦   Student Health and Wellness Center: (530) 752-2300 -- Location on the corner of La Rue and Orchard Road http://shcs.ucdavis.edu/about/shwc.html
    ♦   Occupational Health Services: (530) 752-6051 -- Location: http://campusmap.ucdavis.edu/?b=220 http://safetyservices.ucdavis.edu/occupational-health-services.

  • Cal Aggie Escort
  • The campus provides safety escort service available 7 days a week, excluding major holidays and Summer Session I & II.  A Cal Aggie Host will provide free safety escort between campus locations and nearby residential areas: http://police.ucdavis.edu/divisions_services/campus_security/safe_rides.html
  • Warn Me Alerts
  • Sign up for Warn Me alerts via your cell phone and/or email: http://warnme.ucdavis.edu/

Hiring, Payroll, & Human Resources

  • How do I hire a GSR? 
  • Graduate Student Researcher hires can be noted on your quarter student support requests sent out by your research administrator.  If you want to hire an additional GSR or make changes to an existing GSR appointment after you have submitted your student support request, please contact your research administrator. Please note that due to HR and UCPath deadlines, processing times have increased.
  • How do I hire a student assistant?

  • To hire a student assistant, please provide a position description with:

    ∙ the student's full name
    ∙  email
    ∙  Chart of Account (COA) for funding the position
    ∙  working dates (start and end date)
    ∙  FTE (effort level)
    ∙  description of job duties
    ∙  minimum qualifications
    ∙  Student Assistant level
    ∙  pay rate

    For information on determining the student assistant level, please visit this website for descriptions and this website for the student assistant salary scale. Please note that student assistants may not begin work until they have been cleared to do so by AUSS-C.

  • How do I hire a post-doc?

  • To hire a postdoctoral scholar, complete the Postdoc Request Form, here and return it to your research administrator. Financial analysts are responsible for coordinating the initial appointment and any renewal appointments for postdocs. This includes preparing the appointment package, routing for approval through the Dean’s Office and Grad Studies, and ticket submission to AUSS-C. General campus guidelines regarding postdoctoral scholar appointments can be found here.

    Steps:
    (1) Financial Analyst prepares Postdoc Offer Letter in collaboration with the faculty sponsor.
    (2) Route to College for approval
    (3) Gather signatures from the Scholar, PI, and Department Chair
    (4) Submit ticket to AUSS-C for onboarding, benefits information, payroll questions

    Postdoctoral scholars will work with Rebecca Bailey (rbailey@ucdavis.edu) for any visa needs.  

    Additional FAQs regarding postdoc appointments can be found here. 

  • How much can I pay a post-doc?
  •  You can find the post-doc compensation plan here. 
    ♦   These policies were the product of an administrative request from Graduate Studies.
    ♦   Sent to COE for approval, 10/04. Campus guidelines for Postdoctoral students located at http://gradstudies.ucdavis.edu/postdocs/
  • How do I hire another type of employee?
  • Please reach out to CAO, Mohabbat Ahmadi to discuss hiring another type of employee.  If you have any questions regarding allowability or funding of the new position please contact your research administrator.
  • Who can answer my general human resource questions?
  • For general human resource questions, please reach out to CAO, Mohabbat Ahmadi.
  • When can my employee start working?
  • Employees cannot begin working until AUSS-C verifies receipt of the I-9.
  • How do I enroll in/update my direct deposit? 
  • To sign-up or make changes to your payroll direct deposit, please visit UCPath (ucpath.ucdavis.edu).
  • If I don't get paid, who should I contact?
  • Please check back later. For now, contact your supervisor and they can redirect you to the correct sources.
  • How do I initiate a visa?

  • Visa requests should be initiated by completing the correct scholar or postdoc form, obtaining signatures, and forwarding to Rebecca Bailey, (rbailey@ucdavis.edu). She will work with SISS on the request. Visa renewals should be initiated by the scholar and are processed by the ECE Main Office.

    The department only covers visa costs for faculty hires.  Visas for postdocs and visiting scholars need to be directly charged to the faculty sponsor’s account. There is an option to ask the visiting scholar or postdoc to reimburse the faculty sponsor.

  • Volunteer Forms
  • ♦   Volunteer Form
    ♦   Waiver of Liability, Assumption of Risk and Indemnity Agreement