The Geography Department’s financial analyst assists department members with purchasing goods and services used for UC business and paid for using UC funds.
Office Furniture, Supplies, and Books
Geography department members who have their own funds may purchase office furniture and other supplies using the campus purchasing system BearBuy. BearBuy allows department members to avoid using personal funds to make purchases and to proactively manage our purchasing activity. For convenience, the department recommends using the following contracted UC Berkeley vendors:
- Blaisdells (small, local business) — office supplies
- Amazon Business — office supplies, furniture, books, etc.
- One Workplace — office furniture
If you are using non-campus Wifi, you must use the campus VPN to access BearBuy. For a tutorial on shopping on BearBuy, please reach out to Geography’s financial analyst.
Alternatively, department members may also purchase these items and seek reimbursement. Please review this page for more information about submitting expenses for reimbursement.
The UCB Computer Ergonomics Matching Funds Program offers up to $1,000 per employee* in matching funds to modify on-site and remote computer workstations according to campus ergonomic guidelines. Please note, the matching funds program does not apply to computer workstation furniture for new construction, renovation, and relocation projects. Please contact Geography's financial analystbefore you make any purchases if you would like to apply for ergonomic fund matching.
Computers, Computer Supplies, and Software
Please be in touch with Geography’s IT specialist for assistance with purchasing computers, computer supplies and software.
Travel (Transportation, Lodging, etc.)
ConnexUC (formerly Connexxus) is the UC systemwide online travel portal used for arranging business-related travel for faculty, student field study, staff, and hosted guests. Travel booked through ConnexUC is automatically registered with the UC Travel Insurance program. Additionally, department members who use ConnexUC can book travel expenses on a chartstring so that they do not need to wait to seek reimbursement after the trip is over.
Department members who are planning travel and would like to charge travel expenses directly to one of their funds, may create a Direct Bill ID. Once they have been issued a DBID, they may use ConnexUC to book your transportation and/or lodging. Please reach out to Geography’s financial analyst with any questions.
Alternatively, department members may also seek reimbursement after their travel is complete. Please review this page for more information about submitting expenses for reimbursement.
Professional Memberships & Conference Fees
Department members who would like to charge professional fees directly to their funds may contact the department’s financial analyst to use Geography’s BluCard. Please email requests at least 48 hours prior to any payment deadlines.
Alternatively, department members may also seek reimbursement for these expenses. Please review this page for more information about submitting expenses for reimbursement.
Honorarium Payments
An honorarium is normally a one-time payment granted in recognition of a special service or distinguished achievement for which propriety precludes setting a fixed price, such as a special lecture, participation in a workshop or panel discussion, or similar activities. If the fee is prescribed by the individual or if it is negotiated, an honorarium situation does not exist, rather a contract for services exists and the person will need to be set up as an independent contractor.
It is inappropriate to pay honoraria to individuals who make significant instructional contributions to a course, or to pay honoraria over several months, such as to visiting scholars.
Honoraria payments greater than $1,000 must be approved in advance by the Dean and the Assistant Dean and are subject to applicable sections of the Academic Personnel Manual. Payments to individuals are subject to income tax reporting and visa restrictions.
Independent Contractors
Independent contractors include individuals or entities that perform a specific service for UCB based on a set price, pursuant to a scope of work and deliverables set by UCB. Independent contractors can include editors, indexers, cartographers, artists, translators, web designers, research assistants outside of UCB, and more. Steps for hiring an independent contractor include:
- Registering the proposed independent contractor as a supplier. All individuals and entities who provide goods or services to UC Berkeley need to be registered as vendors before payment to them can be made. The financial analyst will assist potential new suppliers in registering online and help registered suppliers update their information as needed.
- Ensuring the proposed independent contractor has adequate liability insurance. All proposed independent contractors must have proof of adequate liability insurance or an insurance waiver granted by the Department of Risk Services at UC Berkeley. The financial analyst can assist in submitting an insurance waiver. A UCOP policy that is now being strictly enforced, insurance waivers for independent contractors should be considered a rare and exceptional practice. The cost for an annual policy that covers the work the vendor does at any of the 10 campuses for a 12-month period from the date of purchase is $750, and that cost can be written into the proposal for work.
- Setting up a Purchase Order before any work begins. The financial analyst will assist in setting up a Purchase Order so that an independent contractor can begin work.
Payments for services are not reimbursable so please consult with Geography’s financial analyst well in advance of your need to determine scope of work and lead time required to establish a plan for payment.
GSIs, GSRs, and Student Assistants
Please email Geography’s department manager who will assist with any student hiring.