Student Groups
Student Groups can come to the Business Office with questions regarding Funding, FOAPALs, Transfers and Sponsorship. We encourage student groups to contact the Business Office ASAP if they receive approval for funding.
BASICS
- Always keep receipts
- Keep track of your balance
- Reimbursements take time, plan accordingly
THE PROCESS
Before meeting with the Business Office, email Havens Ratchye, hratchye@ucsc.edu with the completed Questionnaire section below.
How can I spend these funds? - Follow the directions in the drop-down sections below "How can I spend these funds?"
Need to be reimbursed for a purchase? - Follow the directions in the drop-down sections below "Do you need to be reimbursed for a purchase you made for your Student Group?"
CONTACT INFO
General Financials
Business Office
baskin-finance@ucsc.edu
FOAPAL set up and Reimbursement
Havens Ratchye
hratchye@ucsc.edu
Giving Day
Development Assistant
Kelsey Evans (ked@ucsc.edu)
Contact the Business Office at baskin-finance@ucsc.edu and Havens Ratchye, hratchye@ucsc.edu with the following information ASAP.
PLEASE PROVIDE THE FOLLOWING:
1. Group name
2. Group members & emails
3. Group project and a brief description
4. Class & Professor
5. Funding source, amount, and contact information (ex: UCSC Giving Day, Residential College, Professor Contributions, Miscellaneous Grants, etc.)
6. Any documentation you may have
1. Reimbursement to person
Follow the direction in the drop-down bellow "Do you need to be reimbursed for a purchase you made for your Student Group?"
2. BELS
Contact Russ Evans (rwevans@ucsc.edu) or go to BELS in the basement of Jack Baskin Engineering. https://bels.soe.ucsc.edu/
3. Cruz Buy
Contact your professor to purchase items using CruzBuy. https://financial.ucsc.edu/Pages/Launch_CruzBuy.aspx
4. Transfer - to reimburse a lab / PI for supplies used
If you used goods in a lab, contact the BSOE Business Office with a list of the goods and their value so that way a transfer may be done to cover those expenses.
If you have made a purchase on behalf of your Student Group, you will need to be reimbursed. This process involves two steps.
( How to download UCSC pdfs: Select link provided. This will open the form in a new window. // Click the download button on the top of the new page. // Find the file on your computer and right click. // Select “Open With” // Select “Adobe Acrobat” )
1. Payee Setup 204 Form
The Payee Setup 204 Form is required to receive reimbursement through the University. Direct Deposit does NOT mean you will be able to receive reimbursement. You must fill out a Payee Setup 204 Form to be reimbursed. If you are unsure whether or not you have filled out a Payee Setup 204 Form in the past, you may contact Denise Goss at the Business Office to verify your status.
2. Reimbursement: Travel / Entertainment / Other Non Services
Depending on the type of purchase you made on behalf of your group you will need to fill out the following forms.
a. Travel
If you have made travel-related expenses on behalf of your Student Group, you will need to fill out a Post Travel Form and submit it with the proper receipts.
Post Travel Expense Web version
b. Entertainment
If you have made entertainment-related purchases on behalf of your Student Group, you will need to fill out an Entertainment Reimbursement Form (ERF) and submit it to the Business Office. For information about filling out ERFs, go to the Entertainment (ERF & ERA) page of the Business Office website.
Entertainment Reimbursement Form (ERF) download
c. Supplies and other Non Service goods
If you have made non service purchase on behalf of your Student Group, you will need to fill out a Direct Payment Form and submit it to the Business Office. For information about filling out Direct Payment Forms, go to the Direct Payment page of the Business Office website.