Purchasing & Travel

ECE Purchasing & Travel

Mail and Shipping

AggieShip is the online module used to process outbound shipments (domestic and international) at UC Davis.

• How do I create a shipping label with Aggie Ship?

• 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?

• 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 [email protected] or the Supply Chain Management Help Desk at [email protected].

Reimbursement and Purchasing Requests

• 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.
• How do I get reimbursed for 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. 
  7. Email notifications are sent to the originator of the reimbursement request, as well as an update on the approval and payment disbursement, either through a mailed check or direct deposit.
  8. This entire process, including the reimbursement payment, can take up to 1-3 weeks due to routing, review/approval, and final payment disbursement.
  
  All documentation that you would have normally provided in paper or email form, is now uploaded into the OPP system. 
  
  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 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: [email protected]  
  ∙  Cerna, Irma: [email protected]   
  ∙  Andrade, Norma: [email protected]  
  ∙  Kessler, Jill: [email protected]  
  ∙  Valenzuela, Marcie: [email protected]  
  ∙  Clague, Melanie: [email protected]   
  ∙  Soukphaly, Isabelle: [email protected] 
  Don’t forget to ‘SAVE’ before you exit the screen.
• How do I get reimbursed for 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 itemized 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.
  8. This entire process, including the reimbursement payment, can take up to 1-3 weeks due to routing, review/approval, and final payment disbursement.

• How do I get reimbursed for Supplies?
• 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 Luz Sandoval ([email protected]).

  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. Unauthorized purchases paid out of pocket by either UCD or non-UCD affiliates are not eligible for reimbursement. Get more information on unauthorized purchases.
• 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 travel, including trips outside of California, 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.

  Registration Instructions: How to Register a Traveler in UC Away

  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.