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.

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Senior Design Groups

 

BASICS

  1. Always keep receipts
  2. Keep track of your balance 
  3. Reimbursements take time, plan accordingly

 

 

THE PROCESS

Received funds - Hurrray! Your group received funds! Follow the directions in the drop-down sections below "Did your Student Group receive funding?".

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
Finance Analyst 2 
Hannah Vanderlinden (hrvander@ucsc.edu)

Reimbursement
Financial Analyst 
Denise Goss (degoss@ucsc.edu)

Giving Day
Development Assistant
Kelsey Evans (ked@ucsc.edu)

 

Did your Student Group receive funding?

 

Contact Hannah Vanderlinden (hrvander@ucsc.edu) at the Business Office with the following information ASAP.  It takes time to process funding transfers and thus the sooner we are notified, the sooner you will be able to access these funds.

 

PLEASE PROVIDE THE FOLLOWING:

1. What is the name & contact information (email & phone number) of your Student Group?

2. What faculty are you affiliated with?

3. Is this part of a Senior Design Project?  If so, what class?

4. Who is giving your group funding? (Contact information is very helpful)

  • UCSC Giving Day 
  • Residential College 
  • Other

5. What is the dollar amount of funding being promised? 

6. Attach any documentation you may have. 

 

How can I spend these funds?

 

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.

 

Do you need to be reimbursed for a purchase you made for your Student Group?

 

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. 

Payee Setup 204 Form download

 

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 to the Business Office.  For information about filling out Post Travel Forms, go to the Reimbursement and Travel (TAR, Post Travel) page of the Business Office website. 

Post Travel Expense Form download

 

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.

Direct Payment Form download