Travel and Entertainment Reimbursements

I just returned from a conference. How do I get my travel expenses reimbursed?

Please see the travel reimbursement and mileage forms on our administrative forms page (use links above or at left to Administrative Forms, or Information). Contact Vivian Reyes-Johnson with any travel-related questions.

Also, if you have not yet done so, be sure to designate Vivian Reyes-Johnson, Marisa Kline, and Nancy Louks as your delegates at MyTravel/Connexus to make sure they will be able to process your travel reports (see the “Create a Delegate” tutorial for details).

I paid the bill during a lunch for a visiting artist. How do I get reimbursed?

Please complete the Entertainment Reimbursement form and submit it, along with your original receipt and a list of participants, to Vivian Reyes-Johnson (go to the Administrative Forms page, using the link above or at the left).

Where do I pick up my check?

170 Everson. All checks may be picked up from Vivian Reyes-Johnson in the Business Office (or any business staff in the Everson office). However, the easiest way to receive your payments is to set up direct deposit for both reimbursement and payroll checks. This is easily done by using the AYSO link at MyUCDavis, once you log in with your Kerberos password.

Hiring

How do I hire a student who has work study?

We have created a work study hiring form that guides you through all the necessary information. Once you complete and submit it, the Payroll Coordinator will process your request. 

How do I hire an undergraduate student on my research or TRC grant?

Please complete our online non-work study student hiring form and contact the Payroll Coordinator if you have questions. (Also see above: if the student has work study, complete the work study hiring form instead.) Please note that we are required to post a vacancy listing for each position. You will need to provide a job description and required qualifications. We will also need to know your preferred hourly rate. All students must be hired through this process before they start working (UCD policy).

How do I hire a graduate student on my research or grant?

To hire a graduate student, please see Melany Miners, Graduate Adviser (752-8710) or Marian Bilheimer.

I’ve invited a guest speaker to campus. Who can help me with the honorarium?

Please use the link to our online request system (here, or on the Administrative Forms page), and complete the Honorarium Request form. When you have filled in the form, click on “submit” and it will route directly to the Business office staff that processes honorarium requests.

Grants & Awards

I’m applying for an extramural grant or gift. Do I need to inform the staff?

Yes. If you are applying for any extramural funding please talk to the Business Office Manager, Nancy Louks. It is best to talk to the manager before you apply, because the University has strict policies regarding outside funding, so the manager can help walk you through the process.

Copiers

Where do I go to get a User ID or code for the copy machine?

Please check with the staff in your building. In Cruess Hall, please contact the Payroll Coordinator.

Keys

Where do I get keys for my office or building?

The primary key assigner for faculty and staff is Marisa Kline (168 Everson Hall) between 8 am and 4 pm. If Marisa is not available, other staff in the office will be able to help you.

Most keys for Cruess Hall are obtained from the Tool Room (Jeff Aldridge, 101 Cruess). For after-hours access to buildings, call Custodial Operations, Building Unlocking and Locking Services: 754-0122. 

Who distributes card keys for card accessed facilities?

Please see Huy Tran for Art facilities, Don Yee for the Art Annex, and Rob Brower for Cruess Hall.