Approval Request Form

The Approval Request Form should be used for all requests for the purchase / payment of non-event and non-travel related items. This form should be submitted via the SOM Business Operations Service Now System. Please be sure to include any additional information that is relevant to your request.

Award Form

The Awards and Gifts for UC and Non-UC Employees Form should be used to begin the process of purchasing a gift. This form can be used for employee and non-employee gifts.

Encumbrance & Invoice Hold Release

The Encumbrance & Invoice Hold Release should be used for department requests to Business Operations for up to ten purchase orders to release encumbrances or invoice holds. Once this form is fully completed, please submit a general Business Operations request ticket via the ServiceNow ticket system. For guidance on how to complete this form, please visit the BusOps Training Page.

Entertainment Pre-Approval & Policy Exception Form

The Entertainment Pre-Approval and Exception to Policy Form must be approved by the Office of the Dean.

Event Planning Checklist

Use this document to support your event planning.

This document opens with Google Sheets. Save a copy and add your event date in the top. The deadlines on the B column will populate to give you the projected deadlines for all steps of the planning process.

Fill out and submit along with a ticket request for a Consultation meeting with Business Operations transactors.
 

Expense Reimbursement Form

The Expense Reimbursement Form should be used to request a reimbursement for a non-entertainment related expense.

Fleet Services Vehicle Request Form

Use this form to request a vehicle from UCR Fleet Services. This PDF may be downloaded and filled out, then saved and emailed to Business Operations.

Gift Card Administration Log

Use this gift card log template to track gift card distribution. 

If the participant's name needs to be kept confidential, track the gift cards by identification number. 

Submit this document with your payment/reimbursement request.

Guest List Template

The Guest List Template is an Excel spreadsheet that may be customized for your event.

Honorarium Form

The Honorarium Form should be used for direct payments to participants of scholarly and professional activities. Please review the top portion of the form for insight into eligibility requirements, allowable rates, and the correct contact for honorarium payments to UC employees. This form should be completely filled out and then submitted via the SOM Business Operations Service Now System.

Pre-Budget Plan

The Pre-Budget Plan is mandatory for all events that require purchases outside of catering.

Sales and Service Application Budget Template

The Sales and Service Application Budget Template should be used for all sales and service activities, which must be pre-established before event occurs.  Sales and service activities are non-profit, campus business enterprises, whose functions are to provide quality services and goods at rates that are reasonable and equitable. Example: conference ticket sales in which revenue rates will cover expenses. 

Sponsorship Request Form

The Sponsorship Request Form must be routed through the director of Strategic Initiatives before being sent to Business Operations.

Stipend Request Form

The Stipend Request Form should be used for non-UCR students and non-employees for participation in university programs.

System Access Request Form

The System Access Request Form should be completed and signed by the employee and the employee’s manager, then submitted via the SOM Business Operations Service Now System.

Travel Procedures

The Travel Procedures document contains important information about travel policies and regulations.

Travel Request Form

The Travel Request Form is used for both pre- and  post-travel requests

The form includes a mileage log for mileage reimbursement requests.

Download the form, fill it out, route for approvals, then submit via the SOM Business Operations Service Now System.

Web Recharge

The Web Recharge application is used for the following processes:

• Request a new service provider
• Service provider update request form
• Template billing
• Mass/batch billing

Access to this application must be granted in EACS, via the department SAA. 

• More information is here 
• Training resources are here