Purchasing Goods

Requesting a Purchase or Personal Reimbursement

Reimbursements to Employees can include:

  • Non-travel expenses
  • Non-entertainment (i.e., office supplies, copies, etc.) and other out-of-pocket expenses when an employee cannot use other low-value procurement methods, such as bluCard.

If you would like to request a purchase or personal reimbursement without using BearBuy, please fill out the following form and submit to Front Desk. Please attach all receipts and other relevant documentation. 

Purchase Request Form

For conference registration reimbursements, please submit this after the completion of the event, per University policy all expenses related to travel cannot be reimbursed until after the completion of travel, including conference registrations. Please contact swdesk@berkeley.edu if you would like to pay your conference registration with Departamental BluCard.

Note: Please contact Campus Shared Services (bnfscsshelp@berkeley.edu; 510-664-9000 x2) for questions or assistance. For Travel & Entertainment reimbursements, please see the relevant pages for Travel and Entertainment.

Purchasing Goods with BearBuy

Please follow the following protocol to initiate a purchase in BearBuy.

Goods in Catalogs

You may select many goods directly from the hosted and punch-out catalogs available on BearBuy. New catalogs will continue to be added.

  • Open the catalog, locate the item(s) and add to cart.
  • Click "View Cart Details."
  • Include a valid chart string under "Account Codes."
  • Write a clear business description in the "Comments" tab.
  • ASSIGN the cart to Melissa Portal.

Non-Catalog Goods

You may also use BearBuy to select goods that are not available in the catalogs. 

  • Select the Non-Catalog Form.
  • Enter the specific item(s) you want to purchase, along with the desired vendor information (if known).
  • Attach a quote or estimate. (See below if you already have an invoice*.)
  • Add the completed form to cart.
  • Click "View Cart Details."
  • Include a valid chart string under "Account Codes."
  • Write a clear business description in the "Comments" tab.
  • ASSIGN the cart to Melissa Portal.

*If the goods have already been purchased and you have an invoice, it is an after-the-fact payment request. You do not have delegated authority and therefore the purchase is out of compliance. Please use the After the Fact Form instead of the Non-Catalog form. After-the-fact payments should be a rare occurrence, and they always require manager authorization.

Additional Campus BearBuy Resources:

Shopper Job Aid

Shop Using BearBuy Forms Job Aid

View and Updating your Profile in BearBuy

Shopper (Universal) Reference Guide

All Campus BearBuy Resources