Quick Links
Declaration of Missing Receipt • Entertainment Expense Worksheet • Honorarium Request • Meeting Guest List • Mileage Log • Pre-Trip and Travel Payment Request • Purchase Request • Reimbursement Request • Procurement Card Reconciliation
Use the tables below to determine which form you are required to use. If you need assistance please contact the Hart Interdisciplinary Business Office.
Business Office Staff Assignments
| NAME | Responsibilities |
|---|---|
| Sean Swift |
Responsible for Academic and Staff Personnel processes, including the graduate student employment process. Point of contact for employee and labor relations. |
| Rolando Pinedo |
Responsible for account management, budgeting assistance, and financial analysis and report development. Contact for facilities work orders and key control. |
| Chris Greene |
Responsible for processing all purchasing system requests, travel, entertainment, reimbursements, cash deposits, honorariums, equipment inventory, undergrad student hiring, etc. for African American and African Studies; Cultural Studies Graduate Group; American Studies; Gender, Sexuality and Women's Studies; HIP Business Office; and HIP IT. |
| Daniel Cordova |
Responsible for processing all purchasing system requests, travel, entertainment, reimbursements, cash deposits, honorariums, equipment inventory, undergrad student hiring, etc. for Asian American Studies; Chicana/o Studies, including TANA, the C.N. Gorman Museum; and Native American Studies. |
Resources
HIP Employee Resource Guide--(updated January 2020)
HIP Room & Equipment Reservation Guidelines
Vendor Risk Assessment (VRA) Policy Notice for Software and Online Services
Business Office Online Purchase Request
| PURCHASE TYPE | FORM | INSTRUCTIONS |
|---|---|---|
| Supplies, Books, Memberships, etc. | HIP Purchase Request Form |
Provide all requested information including details on what you are needing to purchase. Website links, catalog or item numbers, membership forms, etc. are helpful. Please review Temporary Remote Work: Reimbursement Guidelines before requesting and furniture, electronics, or other equipment for off-campus use. Purchase of furniture, electronics, or other equipment used at an off-campus location must comply with these guidelines. The Employee Agreement Concerning Use of University Resources form is required by the university for these purchases. Please include a completed copy with department Chair approval with your request. If you have any questions, please contact the HIP Business Office. Per PPM 330-75, memberships require pre-approval by the department head. In the case of chairs and directors, pre-approval from the HArCS Assistant Dean is required. Completed forms will electronically route to HIP Business Procurement Team.
|
Entertainment Forms
| Request Type | Form | Instructions |
|---|---|---|
| Entertainment Reimbursement | HIP Entertainment Reimbursement Request |
IMPORTANT: Be sure to download form to your computer and complete the downloaded form. Entertainment reimbursements must be turned in within 21 days of the event. All entertainment reimbursement requests should include an Event Attendance Sign In sheet. Find that below. Submit completed forms along with original paid receipts to The HIP Business Office.
|
| Meeting Guest List | HIP Meeting Guest List |
IMPORTANT: Be sure to download form to your computer and complete the downloaded form. Submit completed form with the Entertainment Reimbursement Form to The HIP Business Office.
|
Event Forms
| Request Type | Form | Instructions | |
|---|---|---|---|
| Honorarium Request | HIP Honorarium Request Form |
|
|
| W-9 | IRS W-9 Form |
Campus Accounting requires a completed W-9 to be on file for any supplier that has a U.S. presence AND will be providing a service to the university. Services include lectures or workshops for which an honorarium will be disbursed. Submit completed forms to The HIP Procurement Team.
|
FMLA & Leave Forms
| Action | Policy | Form |
|---|---|---|
| FMLA Leave | See the Human Resources website for current information. | FMLA Leave Form |
Faculty Leave Forms
Approval Requirements for Academic Leaves of Absence
In Residence Tutorial Policy
| Leave Type | Policy | Form/Link | Instructions |
|---|---|---|---|
| Up to 7 Calendar Days | UCOP Academic Personnel Policy | Up to Seven Days Leave Form |
Please fill out, sign and submit the form to your Chair/Director for approval. Should you require assistance contact Sean Swift Miller at sswift@ucdavis.edu. |
| More Than 7 Calendar Days |
Policy for Leave Greater Than 7 Days |
Sabbatical/Leave of Absence Form |
Once submitted, this form will be forwarded to Chairs/Directors for their initial approval. Please note that leaves in excess of 7 days will require an itinerary and detailed explanation. Should you require assistance contact Sean Swift Miller at sswift@ucdavis.edu. |
| Sabbatical | APM-740 [pdf] | Sabbatical/Leave of Absence Form |
Once submitted, this form will be forwarded to Chairs/Directors for their initial approval. Please remember to upload a sabbatical application statement. Should you require assistance contact Sean Swift Miller at sswift@ucdavis.edu. |
Reimbursement Forms
| Reimbursement Type | Form | Instructions |
|---|---|---|
| Declaration of Missing Receipt | This form should be completed if you lose a receipt for reimbursement. | |
| Reimbursement Form |
IMPORTANT: Be sure to download form to your computer and complete the downloaded form. Personal purchase of university property is not within university policy. In the exceptional event that you purchased items for the university personally, please complete this form. Please refer to the UCD PPM Manuals. Per PPM 330-75, memberships require pre-approval by the department head. In the case of chairs and directors, pre-approval from the HArCS Assistant Dean is required. Submit completed forms, along with original PAID receipts to The HIP Business Office.
|
Travel Forms
| Travel Type | Form | Instructions |
|---|---|---|
| Declaration of Missing Receipt |
The form can be found in AggieTravel |
In the event that a receipt is required in AggieTravel and you either do not have or have misplaced your receipt, you mustr fill out a Declaration of Missing Receipt form. This form can be found in AggieTravel. When Preparing an expense report you will find a drop down menu labeled “Print/Email.” The Missing Receipt form is here. Please fill this out completely and attach it to the report. |
| Mileage Log |
This form is used when you travel in your personal vehicle for university business purposes. The personal vehicle is required to carry Liability Insurance with the State of California mandated minimum limits. Visit UCD PPM, 370-25 for details. The current rate of reimbursement is 67 cents per mile starting 1/1/24. The previous rate of reimbursement is 65.5 cents per mile starting 1/1/23. |
|
| Traveler Insurance Application |
This form is required each time a traveler leaves California unless reservations are made through CONNEXUS (the UC sytem travel portal). Please review the UC Davis Travel Policy Overview (UCD PPM: 300-10) posted at the UC Davis Travel & Entertainment website. If you have difficulty submitting the online form, please use the Help Page on the UC Davis Travel & Entertainment website. For general questions please contact the Hart Interdisciplinary Business Office. |
|
| Travel Reimbursement |
IMPORTANT: Be sure to download form to your computer and complete the downloaded form. This form is required each time an employee travels for UC Davis business. A UC Davis Travel Overview has been created for your convenience. Please review the UCD General Travel Policy (PPM: 300-10) before you travel for university business.
Submit completed forms to The HIP Business Office.
|
Miscellaneous Forms
|
Type |
Form |
Instructions |
| Procurement Card Reconciliation | Procurement-Card Form |
IMPORTANT: Be sure to download form to your computer and complete the downloaded form. This form should be completed before submitting receipts for Procurement Card (or P-Card) purchases only. Please refer to UCD PPM, 350-22. Purchases made with Travel Card should use the Pre-Trip and Travel Reimbursement form. Submit completed forms along with original paid receipts to The HIP Business Office. |
| Conflict of Interest | COI Form | This form should be completed if you are entering into a contract or agreement with a current or previous employee (within the last 2 years) or an individual related to a University employee (any UC location). |