Financial Administrative Services & Transactions: (FAST)

Direct Pay:
A reimbursement is a payment made to an individual for personal funds expended for non-inventorial tangible goods when a purchase order is unavailable or not accepted by the vendor. Original receipts must be supplied and retained with the reimbursement document. Purchase orders should be used whenever possible.
 
 
Reimbursements for Goods
If this is the first time you will be receiving a payment from UCSC (other than checks from payroll), please complete a Form 204-Vendor Payment Data Record.
Forms & Processes: UCSC Direct Payment Form - PC

UCSC Direct Payment Form - MAC

 UCSC Guidelines for Reimbursements
 
Process:
If you need to be reimbursed for the purchase of tangible goods (ex: supplies) you must complete the Direct Payment form (Excel PC | Excel MAC or PDF). After completion, the Divisional funding approver will have to enter the account (foapal) number and sign off on the expense. Students must have the form signed by the sponsoring faculty member or student advisor before it can be submitted for reimbursement. Attach the original receipts and send to the FAST office for processing.
 
Restrictions:
Because of Federal, State, and UCOP reporting requirements, personal funds may not be reimbursed for the purchase of:
  • Inventorial equipment valued at $5,000 or more.
  • Personal or professional services.
  • Contractual payments, such as leases and rentals.
  • Recurring payments for items that should be supplied in the University's name.
 
Should have questions or need assistance to complete your request for reimbursement, you may contact the FAST help line at 459-4488, or fax to 459-1723.

Last modified October 10th, 2005.