Business and Financial Services

Business and Financial Services

Purchasing

The purchasing of goods and services is initiated via a BearBuy Shopping Cart. Authorized Physics Shoppers log into BearBuy and create a Shopping Cart for the purchases they want to make.  When the Shopping Cart is submitted, it goes to the Purchasing unit at Campus Shared Services for processing and placing the order with the vendor. The vendor ships the items to the Physics Department Receiving unit in Room 151 Le Conte.  The Receiving staff notifies the Shoppers via e-mail that the goods are ready for pick up.

How do I obtain authorization to shop in BearBuy?

Please contact Campus Shared Services Center IT, Application Support Center.

Contact Information:

Phone: (510) 664-9000 option 1, then option 2

Email: bearbuyhelp@berkeley.edu (link sends e-mail).

Contacting the BearBuy Help Desk will generate a ticket that will be routed to the appropriate group for assistance and resolution.

How do I log into BearBuy?

You will need to use your CalNet ID/Passphase to log into BearBuy. The quick link to BearBuy is here. You can bookmark this page for future easy access to BearBuy.

How do I know which BearBuy form to use?

This link explains which form to use depending on the type of transaction. (Note: if you are seeking reimbursement for the purchase of an electronic device, such as a laptop or a tablet, you must complete this form and attach it to your Payment Request cart in BearBuy.)

How can I get help placing an order in BearBuy? 

Please visit the Campus Shared Services Purchasing website for more information and the CSS satellite office locations on campus. 

Who do I contact to follow up on my purchase request?

After you submitted your Shopping Cart it goes to the purchasing unit at Campus Shared Services. Please contact bnfs_chemistry_mps@berkeley.edu at Campus Shared Services for a status check of your order.

When is it necessary to fill out a source justification form? 

If you're using Federal funds, then you need to fill out a source justification for any purchase of $3,500 or greater (not including tax and shipping). If the funds aren't Federal, then the threshold is $10,000. The most current version of the source justification form is here.

How do I take advantage of the California Partial Sales Tax Exemption?

Research labs can take advantage of a reduced sales tax rate on orders for inventorial equipment, including fabrications. The rules are explained fully at this link. If your order qualifies, fill out this form, which has the UC Berkeley permit number already filled in.

I expect a wire transfer to my account, who do I contact?

The current procedure in place makes it difficult for the finance team to claim funding in a timely manner, as well as to allocate the funds to the appropriate place. This is because we have no back-up information to provide the Controller when they reach out to us. In order to remedy this, and to provide you all with better, faster service, please follow these simple steps as soon as you learn of an inbound transfer:
Please write an email to physi-finance@lists.berkeley.edu and provide the following information:
   a) Vendor information: who is sending the wire?
   b) Amount: how much are you expecting to receive?
   c) Chartstring: where should the funding be allocated to?

Software Licenses

For questions related to software licenses (i.e. Mathematica, Matlab) please send an email to physi-finance@lists.berkeley.edu.

Travel Reimbursement

Reimbursements for travel expenses for faculty, staff, students and visitors with an appointment can be entered directly at reimburse.berkeley.edu.        Note: The direct entry system requires account code(s) before submission.  A list of commonly used account codes is available for your convenience.

For step by step instructions on how to submit a Travel Reimbursement Request, click here for training videos, or click here for a job aid (pdf). To find out who to designate as your approver, click here.

For access to campus reimbursement forms, please visit and bookmark the CSS Business and Financial Services webpage. If you have further questions, contact us at physi-finance@lists.berkeley.edu.

Entertainment Reimbursement

Reimbursements for reimbursement expenses for faculty, staff, students and visitors with an appointment can be entered directly at reimburse.berkeley.edu. This system has not yet been updated as fully as the Travel system. For assistance, please contact us at physi-finance@lists.berkeley.edu.

Did you receive an entertainment related invoice from a vendor or charged your purchase on an Event Planner credit card? Please use:

Entertainment Purchase Order and Event Planner Card Expense Form

Room and Lab Space Rental

The Physics department has a selection of rooms and lab space available to rent, in accordance with the fee table listed below. For more information, please contact Amin Jazaeri, Director of Instructional Support.

Room # Capacity Full Day (4+ hr) Half Day (4 Hr)
111 39 $150 $85
245 37 $140 $80
215 40 $155 $90
221 30 $120 $70
225 24 $95 $60
251 78 $200 $110

 

To reserve a room please download, fill out and sign the Facilities Rental Agreement and email to physi-finance@lists.berkeley.edu

Departmental IT Service Providers

For any IT related issues, please contact Campus Shared Services, IT (CSS-IT)

Fabrications 

The University may create equipment that is not available elsewhere. Fabricated property items are created either for use by the sponsor or for use by the University in the research program. Standard items that are altered or customized to make them usable on a sponsored project do not qualify as fabricated property. To ensure we account for fabrication costs on a consistent basis and to ensure compliance with federal regulations, the University has developed the procedures described under the Accounting for Fabrication Equipment guidelines. Additional information on fabricated equipment can be found in the University of California Policy BUS-29, Management and Control of University Equipment, pages 2, 12, 14, and 28. 

To request to open a fabrication account on an existing fund please fill out the Physics Fabrication Justification Form to initiate the process.

If you get the error message "You need permission" you are not logged in to bConnected. You will need to:

Log in through bDrive.
Select Sign into another account.
Select Sign in through UC Berkeley button to see your bDrive home page.
Return to this page using the same browser and select the Physics Fabrication Justification Form link again.
To avoid the error message in the future, make sure you are logged in to one of the bConnected services (bCal, bDrive, bMail).

The Equipment Administrator determines if the proposed work meets the definition of a fabrication before issuing the fabrication account.

Relocations

Please contact physi-finance@lists.berkeley.edu with questions related to faculty and staff household and lab moves.

Machine Shop

The Physics Department Machine Shop accepts job requests from campus and off-campus customers on a recharge basis. Please visit the Machine Shop for more info, and to access the Machine Shop Job Request Form. For Machine Shop billing related questions please send an email to: physi-finance@lists.berkeley.edu

Liquid Nitrogen

Dispensing: Please use this form to establish an account to purchase LN2 gas for your research lab in Birge/Le Conte/New Campbell Hall. Also, please follow this link to learn more about the procedures for LN2 usage. For LN2 billing related questions please send an email to: physi-finance@lists.berkeley.edu.