Reimbursements for Supplies or Services

Please note that if you have ordered supplies or services, but have not paid for them yet, you need to submit a Confirming PO in Gateway. If you are not sure how to do that or what action to take in your situation, please contact Purchasing at purchasing@eri.ucsb.edu.

Per UCSB policy, a reimbursement request for supplies or services outside of Gateway is considered an unauthorized purchase and will be reviewed by the Office of Procurement for evaluation and guidance. You may not be reimbursed if the campus determines that the purchase was not critical or that you paid more than a contracted supplier would charge. Procurement Services is strict at reviewing reimbursement requests and may decline some or all expenses claimed.

Please always start any purchase with an order in Gateway as a rule. Paying for anything with your personal card is non-compliant and puts you at risk. Always consult with Purchasing at purchasing@eri.ucsb.edu or Travel at travel@eri.ucsb.edu before making such a decision. 

What to do if you already incurred an expense on behalf of UCSB

If you have a reimbursement request for supplies you purchased at the last minute or in the field, or your purchase was explicitly pre-approved (e.g. work boot reimbursement under certain conditions), you may submit your request through Concur.

You will need to upload your receipt(s), select the appropriate accounting codes and detail the expense(s) before submitting. Please make sure to have documentation confirming the expense being charged to your personal card such as your bank statement with all other expenses blacked out for privacy.