Upcoming Events / Entertainment Preapprovals and Reimbursements

 Examples include:

• Retreats
• Symposiums
• Graduations
• White Coat Ceremony

Downloadable forms needed for this request:

• SOM Business Operations Intranet- Entertainment Pre-Approval Form
• SOM Business Operations Intranet - Budget Template
• SOM Business Operations Intranet - Guest List

Steps

1. Download forms listed above.
2. Prior to the event, fill out the Entertainment Pre-Approval Form and the Budget Template.
3. Route the forms for internal department approvals.
4. Before the event - Submit approved Entertainment Pre-Approval form and Budget Template using the Entertainment Preapproval Request on the ServiceNow system.
5. After the event - Send the Entertainment Pre-Approval Form and the Guest list using the Reimbursement Request form on the ServiceNow system.

Ordering Supplies

Examples include:

• Clinic supplies
• Office supplies
• Lab supplies

No downloadable forms needed for this request. Not all orders can be requested via Business Operation. See IT Procurement Procedure for orders that cannot be processed via ServiceNow-Business Operations. For all other orders, follow the steps below.

Steps

1. Fill out a Procurement Commodity Request via Business Operations ServiceNow.

Ordering a Service Provider that is not an Independent Contractor

Examples include:

• Contract agreements.
• Other misc. service providers.

No downloadable forms needed for this request.

Steps

1. Fill out Procurement Service Request via Business Operations ServiceNow.

Independent Contractor Agreements

Downloadable forms needed for this request:

• HR (Human Resources) – Independent Contractor Classification Form

Steps

1. Submit Independent Contractor Classification form to Human Resources ServiceNow.
2. Receive confirmation email from UCR SOM HR.
3. Fill out Procurement Service Request via Business Operations ServiceNow and attach HR approval email.

if the supplier is a performer such as a musician, the Independent Contractor steps are not needed. See more at UCR Performance Agreement Explained.

Receiving Orders

Only staff members with permissions in EACS can enter a receipt of goods in Oracle. Frequently, the requestor is not listed as the receiver, and therefore is not responsible for making a receipt of goods in Oracle.  Those who have receiver access should follow the steps below

Previously this was known as:

• Marking orders “Okay to pay.”
• Entering a “receipt of goods.”

No form is needed for this request

Steps

1. Receive items.
2. Log into Oracle Financials > Procure to Pay > My Receipts.
3. Attach the packing slip.
4. Mark the items that have been received.
   The receiver will receive a system-generated email reminder notice until the receipt of goods has been created. There may be occasions where the requestor is not listed as the receiver, and therefore is not responsible for marking the items as received in Oracle.

Travel Arrangements & Travel Reimbursements

Downloadable forms needed for this request:

• SOM Business Operations Intranet: Travel Request Form PDF

Steps

1. Complete Concur Profile – profile creation guidance here.
2. Download and Complete Travel Request Form
3. Route Travel Request Form for internal department approvals
4. Submit Travel Request to ServiceNow Travel Request
5. After travel, submit travel reimbursement request using ServiceNow Travel Request

GME Reimbursements

Examples include:

• Educational Stipend Reimbursement
• Union Contract Reimbursement

No downloadable forms needed for this request.

Steps

1. Only GME coordinators may submit these types of requests.
2. Submit reimbursement request using the Business Operations ServiceNow Generic form.
3. GME form coming soon to the Business Operations ServiceNow system.

Professional Development Requests and Reimbursement

Downloadable forms needed for this request.

• SOM Resources Intranet - Professional Development Application

Steps

1. Download & Complete Professional Development Application.
2. Submit form through HR ServiceNow Professional Development Request Form.
3. Receive SOM HR approval.
4. Complete activity.
5. After completion: Submit approved Professional Development Application to Business Operations – Reimbursement Request Form.

Attachments may be required – see conditions below:

• If the activity is a class with a pass or fail grade: passing grades must be submitted for reimbursement.
• If activity is a certification: proof of completion must be submitted for reimbursement.

Other Reimbursements

Examples Include:

• Gifts
• Honorarium requests

No downloadable forms needed for this request.

Steps

1. Submit ServiceNow Business Operations – Reimbursement Request

Do not use this form for travel or GME (Graduate Medical Education) reimbursement requests.

Reimbursement Status

Steps to get an update on the status of a reimbursement request.

1. Log into Concur.
2. Click on the Manage Expenses tab.
3. Change active reports to “last 90 days.”
4. View status of reimbursement.

Funds Transfers & Funds Swap

Examples include:

• Gift funds 
• Endowed payouts
• Fund swaps

Downloadable form needed for the Funds Transfer request.

• SOM Business Operations Intranet - Budget Template.

Steps

1.    Submit a ServiceNow ticket using the Business Operations ServiceNow Funds Transfer/Fund Swap Request.
2.    Attached the completed budget template for all funds transfer requests. This step is not needed for fund swap requests.

Flex 1 Number Request

Replaces Cost Center/Project code request form.

Application is found in R’Space Authorized Applications.

• Only FAO’s and authorized financial analysts have access to this application request type.
• Not all requests will be approved.

Steps

1. Request is made within Oracle COA (Chart of Accounts) Management System.

Needed for this request:

• Purpose for request.
• Annual budgeted amount.
• Start date and end date or ongoing annual need.
• Description of fund type.

Flex 2 Number Request

Flex 2 numbers are used to track clinical activity or non-contract and grant fund portfolios for faculty or other individuals.

Forms needed to complete this request:
•    Flex 2 Request Form – Business Operations Generic Request

Most faculty will already have an auto-assigned flex 2 number. This form will be used for occasions where a faculty member does not have a flex 2 number but needs one.

System Access Requests

Examples Include:

• Oracle Financial
• Oracle Budget
• HRDW

Downloadable forms needed for this request:

• SOM Business Operations Intranet - System Access Request.

Steps

1. Download System Access Request Form and fill it out.
2. Submit Business Operations Generic Request.

This process is only used for departments without an finance and administrative officer (FAO). Departments with an FAO should refer to the department FAO for access.

Fleet Service Requests

Downloadable forms needed for this request:

• SOM Business Operations Intranet - Fleet Service Request.

Steps

1. Download & Complete Fleet Service Request Form.
2. Submit completed form to Business Operations ServiceNow Generic Request.

Fleet services can be requested with or without Business Operation customer service support.

• Entertainment Pre-Approval Request ServiceNow User Guide
• Fund Transfer Fund Swap Request ServiceNow User Guide
• Procurement Commodity Request Form ServiceNow User Guide
• Procurement Service Request Form ServiceNow User Guide
• Reimbursement Request Form ServiceNow User Guide
• SOM BusOps Generic Request Form ServiceNow User Guide
• Travel Request Form ServiceNow User Guide

Other Requests

These requests are currently under development. Please contact Business Operations for assistance with any of these requests.

• Cancelling an order.
• Returning an order or part of an order.
• Requesting a refund.
• Check requests.
• Lease renewals.
• Printing and reprographic orders.
• FedEx requests.
• Business card requests.