Resource

Business Office
Gallagher Hall, Room 2306

The Graduate School of Management’s Business Office staff is available to assist you with all your administrative business needs. We operate under our department head Assistant Dean James T. Kelly. This talented group handles personnel/payroll, staff recruitment, purchasing, accounts payable, accounts receivable, travel/entertainment reports, out-of-pocket reimbursements and much more. We are located in 2306 Gallagher Hall.

Submit a work request or question

Purchasing & Contracting services

Purchasing Card

Purchasing Card is available to use for items allowed per policy. Total transaction and/or daily vendor amount must be less than $9,999.99 and includes subscriptions, memberships, supplies, computers and peripherals, general office supplies, books and cleaning supplies. Please contact the Business Office with your purchasing request questions.


Purchase Order (PO) and Automatic Purchase Order (APO)

PO and APO can be driven by the dollar amount, commodity codes or vendor type. If a department/campus/system-wide agreement is present, it would fall under an APO. A purchase order (requisition) is required if it meets any of the criteria below: 

  • Sponsorship Agreement
  • Total dollar amount over $9,999.99
  • Service (guest speaker, implementation, design, transcribing, surveying, data, installation, etc.)
  • Any agreement with terms and conditions requiring a signature, including free or paid cloud-based services
Please allow up to four-to-six weeks for a PO, and up to three business days for an APO
How do I place an order?
Reminder: Please include account number to avoid delays.

AggieBuy

Many items can be purchased directly via AggieBuy. Vendors available include Apple, CDW-G, Dell, SHI International, Office Depot, Amazon (additional setup required) and Waxie. The full list of vendors is available at: AggieBuy Vendor List.


Honoraria Payment

Honoraria payments are allowed for the following purposes:

  1.  Providing a special lecture or short series of lectures of an academic nature.
  2.  Participation in a seminar or workshop as a speaker, panelist, or as a member of a volunteer board or committee, that furthers the mission of the University.
  3. A speaking engagement.
  4. Appraisal of a manuscript for the University Press or an article submitted to a professional publication.

If you would like to pay a speaker they will need to fill out Business Information Formif they are not already in the KFS system. Please allow up to 1-2 weeks for vendors to be fully setup, they will receive instruction from the UC Davis Vendor Desk on how to submit a W-9. Please provide a speaker agenda, dollar amount, and account(s) to charge. 


Performance Agreement

When hiring a non-employee individual as a performer or actor (e.g., GSM holiday celebration and GSM orientation workshops), you will also need to complete the Performance Agreement and Business Information Form


Sponsorship Agreement 

Sponsorship Agreement must be completed when the university makes a contribution in support of an event produced by another entity, and the university is receiving a benefit in exchange for the financial contribution (e.g., name/logo on event materials, website, verbal acknowledgement, invitations to attend sponsor events, etc.).

Purchasing & Contracting Services Policies 

Administrative Business & Revenue Contracts – 330-05

Direct Deposit 

All UC Davis staff should enroll in direct deposit for reimbursements and payroll. There are two enrollment types, reimbursements and payroll. Please be mindful of selecting the correct type when signing up. 

Direct Deposit Link

Reimbursements

To request reimbursement for items purchased out of pocket please complete the Supply Reimbursement Form. Items or services exceeding $499.99 will require Confirming Order Justification Form. Items can be processed in AggieTravel as expense type “Professional Expenses.” 

Business Cards & Name Badges

Business cards are ordered via reprographics, the standard Graduate School of Management business card is style 2A, blue border, full seal, natural white, no recycle logo. 

The cost is $28.55 for 500 and will take 10-14 business days for delivery. Additional fee for expedited or rush jobs. 

To request business cards please fill out the form corresponding to your location.

Business Card (Davis)

Business Card (Sacramento)

Business Card (San Ramon)

Business Card (San Francisco)


Name badges are ordered through the UC Davis Bookstore and charged at $12.50 plus tax. To place an order fill out UCD Badge Form.

Delivery of badges can take up to 4 weeks depending on the campus wide minimum with external vendor. If a rush is needed there will be additional fees. The Graduate School of Management standard is magnet backing, template 4.

E-mail completed form to businesshelpdesk@gsm.ucdavis.edu

Aggie Travel

AggieTravel can be accessed at the following link: 

https://aggietravel.ucdavis.edu

Reminder: Expenses submitted (in routing) after 60 days of the trip or event date will be reported as taxable income to the employee. 

UC Davis Travel & Entertainment Visa Card

Preferred method to pay for any employees who travel or entertain on behalf of the university. The university-sponsored card does not perform credit checks on employee card holders. Employees should complete the online application. The department head with signature authority is James T. Kelly, you will need to obtain the account number from your direct supervisor. 

The card program has been in place at UC Davis for more than 10 years and provides convenient access to cash advances and credit for thousands of UC travelers and hosts. It should be used for all travel and entertainment expenses where payment by Visa is allowed, such as airfare, hotel and lodging, car rental and meals. Once used, the transactions import into AggieTravel, our expense reporting system. By using the card, employees save both time and money for the university, their department approvers and themselves.

It is critical that employees submit T&E Card expenses in a timely manner to avoid late fees, the GSM is not responsible for any late fees on the card. Expenses on the card are attached to a report, along with supporting documentation. AggieTravel sends a payment to US Bank on behalf of the employee, report approval flow can take anywhere from 10-14 days once it has gone through approvals at the GSM.  

If the employee has gone over allowable amounts for meals, lodging, or any other personal amounts such as movie charge in hotel room, conference dinner ticket for spouse, or  any other non-business related charges, a direct payment to US Bank will need to be made by the employee. Please note, repeat offenders of accidental non-business related charges may lose the ability to hold a T&E Card. Employee is responsible for making the payment to the card directly by calling the number on the back of the card.

For additional information on policy, reconciliation and best practices, please visit: UC Davis Visa Travel Card.

Travel

Domestic travel is defined as travel within the lower 48 U.S. states, also known as CONUS, or continental United States. In general, you will be on the right track if you do everything possible to ensure the optimal use of university funds. There are three types of business travel expenses that can be reimbursed by the university:

Travel Reimbursement Request Form must be filled out, include receipts, copy of conference/seminar program and detailed business purpose of the trip. 

  1. Transportation: Transportation expenses should be reimbursed for the most economical mode of travel on the most commonly traveled route consistent with the authorized purpose of the trip.
  2. Subsistence: Charges for lodging and meals and incidental expenses (M&IE) must be ordinary and necessary to accomplish the official business purpose of the trip.
  3. Miscellaneous: Expenses that fall into neither the transportation nor subsistence categories but are ordinary and necessary to accomplish the official business purpose of the trip.

Car rental

Request a compact, economy or intermediate model unless a no-cost upgrade is offered. Use of higher cost model will require exceptional approval. Use of UC Davis pre-negotiated agreements is highly encouraged.


Conference/Training Registration

Use your UC Travel Visa card to pay for any conference or training registration fees, even if there are no other travel expenses. For any conferences hosted by University of California please contact the Business Office for a IOC transaction.


Connexxus

Secured web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. The travel team at the UC Office of the President negotiates discounts and rewards with major airlines, hotel properties, car rental companies, rail and travel agencies on behalf of all of UC Regents. Connexxus is accessed through the Company Notes section of AggieTravel. UC Davis Travel card and CTS transactions for travel services booked through agencies found within Connexxus import directly into AggieTravel for trip expense reporting.


Ground transportation

Ground transportation includes all forms of non-air transportation, including car rentals, taxis, personal cars, trains and buses. 


Lodging

Expenses may be claimed up to $275 per night (not including taxes and fees), with required receipts. Travel policy limits lodging nightly rates to a maximum of $275 per night when traveling in the lower 48 states for less than 30 days. If requesting reimbursement for more than this limit, please complete this form. Submit completed form along with backup documentation to: businessoffice@gsm.ucdavis.edu. The business office will obtain the necessary signature from  James Kelly, Assistant Dean for Finance and Administration. 


Meal Reimbursement and Incidentals

Meal reimbursement for travel less than 30 days to the lower 48 states is limited to $62 per day. Meal reimbursement is NOT per diem and should only be claimed for the amount of actual expenses, not to exceed $62.00. Travelers should not pay for other travelers’ meals. There must be an overnight stay to claim meal reimbursement.


Non-Employee Travel

Guests of the university must also follow University of California travel policies. Please check with your employee/faculty sponsor as to what amount has been agreed upon for reimbursement.

For additional information when traveling as a guest of UC Davis Graduate School of Management please see: Non-Employee Travel Guide & Reimbursement Form. Please complete PDF and return to employee/faculty sponsor and they will approve and forward to the Business Office for processing. 


Tax & Reporting Compliance

Travel reimbursements are considered nontaxable to employees because of the University’s accountable plan for employee reimbursements. One of the requirements for an accountable plan is for timely substantiation of expenses. When an employee reimbursement is not substantiated timely, the reimbursement migrates to being treated as a non-accountable plan reimbursement.  All reimbursements under non-accountable plans are treated as wages (imputed income) and the burden to determine any tax deductibility is transferred to the employee. The explicit timeline in the UCOP policy and IRS code is 45 days.  However, there is a section under the safe-harbor IRS language that allows us to use the 60 day mark. 

If you have a received a notice please contact Diane Davies Conley

UC Davis Travel Policies

Travel Regulations – Policy G-28

Entertainment

To be considered entertainment, an event should have a guest-host relationship. Official guests attend an event, at the invitation of a UC Davis host, for a valid business purpose. In general, the University will not pay for or reimburse costs for meals taken with individual colleagues at the same work location unless the participants were unable to accomplish the business purpose during working hours. University policy does not permit reimbursement when two or more employees choose to go to lunch together to continue their business as an incidental part of the meal, when the meal is of a reciprocal nature, or when the meeting could have been scheduled during regular working hours.

Entertainment Reimbursement Request Form must be completed, include a detailed business purpose, list of names & affiliation and receipts (including itemized and charge slip). 

Allowable Expenses Include

Costs for meals or light refreshments and related services* incurred in connection with events that are primarily business activities in support of the university’s mission.

  • Hosting a conference, donor fundraising meetings, prospective donor and/or spouse (requires additional approval).
  • Student orientations, student commencements, academic research events.
  • Prospective faculty and other specialized positions. 

Meal Allowances

The following rates pertain to people being entertained and the university employee who is the official host. If expenditures will exceed these limits, additional approvals and documentation will need to be completed, and the excess may not be approved.

Maximum per person, by meal: These amounts include food, beverage, tax, tip, service and delivery charges.

  • Breakfast: $27
  • Lunch: $47
  • Dinner: $81
  • Light Refreshments: $19

Hotel Agreements

If you are hosting a conference or visitor, UC Davis has negotiated rates with local hotels. Please use CTS Booking by completing the CTS Lodging Request Form and emailing to businessoffice@gsm.ucdavis.edu. Once booking is confirmed, you will be provided a confirmation for your visitor. 

Hotel rates are non-published for rate information please contact the hotel directly using the link above. 


UC Davis Entertainment Policies

Expenditures for Business Meetings, Entertainment, and Other Occasions – Policy BUS-79.


Training and Resources

 Various modules and resources are available at:

Travel & Entertainment Training

Forms

Purchasing Related Forms

Order Request Form: Used when requesting purchase request. 

Confirming Order Justification Form: Used when item over $499.99 is paid out of pocket or when services were rendered before a APO/PO was issued.

Supply Reimbursement Form: Used when supply was paid out of pocket on behalf of the Graduate School of Management. 

Business Information Form: Used when a new vendor needs to be added or an individual providing services.

Independent Contractor Pre-Hire Information: Used when an individual is providing a service. It is used to determine correct way to hire (i.e., purchasing contract vs. employment). To be completed by Graduate School of Management employee. 

Performance Agreement: Used for performance services, can be obtained by departments without going through Procurement & Contracting Services if this form is properly completed and attached to your KFS document.

Sponsorship Agreement: Used when the university makes a contribution to support an event by another entity. 


Travel and Entertainment Related Forms

Declaration of Lost EvidenceUsed when receipt is missing or insufficient. This form cannot be used for airfare, registration or lodging. 

Travel Reimbursement Request Form: Used when submitting travel-related reimbursement items to the Business Office for processing. Please include required receipts.

Entertainment Reimbursement Request Form: Used when submitting entertainment-related reimbursement items to the Business Office for processing. Please include required receipts, attach a list of names & affiliation, agenda if available. 

CTS Lodging Request Form: Used when requesting a CTS lodging stay for a Graduate School of Management–affiliated visitor. 

Supply Item Reimbursement Request Form: Used when requesting a reimbursement for a supply items paid out of pocket.

Non-Employee Travel Guide & Reimbursement Form: Used for Non-Employee travel guidelines and travel reimbursement request form. 

Lodging Limit JustificationUsed to request exception of exceeding the $275.00 lodging limit. Please complete entire form and provide supporting documentation if applicable. 

Tax Forms

501C3 - Exempt Status 501C3 Exempt Status

Withholding Exemption Certificate - California 590: 2019 Withholding Exemption Certificate 

W9 - Request for Taxpayer ID and Certification: Completed form to provide to University Payees upon request.

W9 - Individual or BusinessTo be completed by individual or business who is providing goods or services to the University.