Forms and Processes

Appointment Forms

Graduate Student Researchers (GSRs) and Graduate Student Instructors (GSIs)

• Graduate Student Appointment Checksheet
• GSR Appointment Form
• GSI Appointment Form
• Request for Exception Form
• Registration Fees
• Fee Remission Program Information for Graduate Students: Eligibility, Title Codes, and Remission Types

Postdocs

• Postdoc Appointment Request Form

Non-Senate Academics

• Non-Senate Academics Appointment Request Form

Visiting Scholars

• Visiting Scholar Appointment Request Form

Visiting Student Researchers

• Visiting Student Researcher Appointment Request Form

Lecturers

• SPH Lecturer Appointment Request Form
• Definitions of Lecturer Terms

Guidelines for Lecturer Salary Setting, effective July 1, 2014:

• The lecturer minimum salary rate is $49,012 (step 3).
• The continuing lecturer minimum salary rate is $55,453 (step 8).
• Credit is given for prior college-level teaching experience (two steps for every three years). GSI or Summer Sessions teaching doesn’t qualify.
• Unit 18 (Lecturer – Tables 17A and 17B) Salary Scales

Summer Salary Information and Form

• Summer Salary Information, Request Form, Guidelines, FAQ, and Process Map

Faculty Salary Research Exchange (FSREP) updated for 2019-20

• Faculty Salary Research Exchange (FSREP) Form
• Faculty Salary Research Exchange (FSREP) Announcement
• Faculty Salary Research Exchange (FSREP) Process Map

Sabbatical Forms

• Sabbatical Leave Information and Application (Please note: this PDF form will not display in your browser but you can download it to your desktop to view it and fill it in.)
• Sabbatical Leave Request Form

Berkeley Regional Services – Professional Schools Region Website

• Marketing and Communications Project Intake Form
• Social Media Marketing Request Form

• SPH Cardkey Request Form
• SPH Cell Phone Request Form
• SPH Data and Network Request Form
• SPH Ergonomic Checklist Form
• SPH Mail Room and Key Request Form
• SPH Mail Room and Lab Key Request Form
• SPH Telephone Request Form
• SPH Work Order Form

• SPH Administrative Managers Finance Training
• Peer to Peer Learning: Purchasing and Reimbursement Best Practices
• Chartstring Structure
• Indirect Cost Rate
• Berkeley Financial System (BFS) Job Aides and Quick Reference Guides
• Campus Contracting – Who Does What
• Check Receipt and Deposit Workflow

• IT Client Services (ITCS)

Please note: If you need IT assistance, the fastest way to get service is to use the “Request IT Help” link on the ITCS webpage to open a service ticket. Alternatively, you can send an email to: itcshelp@berkeley.edu for help.

If you or someone on your team has ever wondered what the best method of payment is here at UC Berkeley, you’ll be pleased to hear that the Controller’s Office and Supply Chain Management have teamed up to create the purchasing and payment matrix which outlines the recommended methods of payment for goods and services purchased.

Why was the matrix created?
One of the most common requests from UC Berkeley shoppers is for a list of what can and cannot be purchased with a bluCard, Event Planner Card (EPC) or any other card; and which items need to be purchased via a PO or some other method. The purchasing and payment matrix clearly outlines what is and isn’t allowed for each different purchasing method, and provides links to campus resources that describe the process and policies that limit which payment methods can be used for different activity types.

How do I use this resource?
If you have a need to purchase a specific good or service, search for that item on the main tab of the matrix to find information about which purchasing methods are preferred, allowed, or restricted. For some purchases, there is a required process and this is indicated within the columns; follow the links for more information on those items. On the far right column, you will find links to the UC policy that applies to purchases of that good or service.

If you have a specific payment method (for example, a bluCard) and would like to see a list of everything that can be purchased using that method, select the tab at the bottom of the matrix that corresponds to your purchase. This will re-order the rows to group together at the top of the page to show the goods or services that are allowed for that payment method.

What if the item I wish to purchase isn’t listed on the matrix?
The matrix currently contains ninety different goods or services, which represent the vast majority of purchases here at UC Berkeley. That being said, it is specifically designed to be updated when new goods or services are identified or when there are updates to campus processes or policies. If you are looking for something and don’t find it in the purchasing and payment matrix, let us know by following the link in the upper-right-hand side of the sheet that says “payment matrix feedback” and we will investigate and determine if updates are required. We’ll document any updates in the ‘Changelog’ tab.

If you have questions about the purchasing and payment matrix, please contact disburse@berkeley.edu.

View the Purchasing and Payment Method Matrix

Purchasing and Payment Request Resources

•  Honoraria
  • Guidelines
  • Request worksheet
• SPH Purchasing Strategy and Authorization Process
• SPH Authorization List
• SPH BearBuy User Guide
• SPH BearBuy Workflow by Role
• SPH Card Program Workflow by Role
• SPH Delegation of Authority Org Chart
• SPH Delegation of Authority for Contract & Grants
• SPH Delegation of Authority Under $5000 Form
• SPH Delegation of Authority Above $5000 Form
• SPH After-the-Fact Without Insurance Certificate Form
• Campus Shared Services Travel & Entertainment Forms and Instructions
• Vendor Request Form
• Order Business Cards
• Independent Contractor and Consultant Services Forms and Instructions (for purchasing personal, professional, independent contractor, or consulting services): Log in to Bear Buy and then click this link; or log in to Bear Buy, navigate to the Forms page, and select “Independent Contractor and Consultant Services” form.
• Conflict of Interest Form
• Selection/Source Justification for Up to $100,000 (Guidelines)
• Vendor/Contractor Insurance Program
• Gifts to Non-Employees Policy
• Application to Serve Alcohol at Campus Event
• Campus Shared Services Lost/Missing Receipt Certification Form

General

• Phoebe
• Search for Funding
• New to Grants and Contracts?
• Where to Get Help
• Proposal Writing Resources
• Guide for Student Researchers and Scholars
• Gift and Grant Distinctions

Pre-Award: Biosketches, Other Support, & Just-In-Time Information

• SPH Proposal Request Form
• Biosketch Info – Public Health Service Grant Application
• Other Support NIH Template and Example
• NIH Just-In-Time Instructions
• Cost Sharing Basics
• Registering to Use NIH eRA Commons
• Registering to Use NSF FastLane
• Consultant, Subaward, Collaborator, and Vendor
• Senior Key Personnel
• Exceptional PI Request – VCRO Form
• Exceptional PI Checklist
• Exceptional PI Online Submission
• Proposal Checklist for NIH R01 Applications
• Fund Advance Guidelines and FAQ
• UC Berkeley Fund Advance Request
• Conflict of Interest Forms
• Public Health Service Financial Conflict of Interest PI Certification
• Public Health Service Financial Disclosure 
• National Science Foundation Financial Disclosure 
• Academic Personnel Manual – APM-025 Outside Compensation – Annual Report Form
• Academic Personnel Manual – APM-025 Outside Compensation – Category I Prior Approval Form
• Berkeley Excellence Accounts for Research (BEAR Grants) for Faculty
• 700U – Statement of Economic Interests for PIs
• National Institutes of Health National Research Service Award Fellowship Certification
• VCRO Late Proposal Request

Post Award: How To’s and Quick Guides

• Federal Demonstration Partnership (FDP):
• FDP Guidelines and FAQ 
• FDP Matrix
• Indirect Cost Base Table

Service Agreement, Org Chart, Contact List, Institutional Information

• Indirect Rates
• Service Level Agreement Information
• Standard Institutional Information

Subawards

• Subaward Guide and Frequently Asked Questions
• Working with Subrecipients
• UC Berkeley Subrecipient Commitment Form
• Multiple-Campus Commitment (MCA) Form
• Supplier or Subcontractor?
• Subrecipient Mini Audit

Update to Business Process for Non-Block Grant PhD Student Financial Aid Awards

If your division, unit, or center would like to award a tuition/fees payment (excluding fee remission) or stipend to a non-block grant PhD student, please follow the two-step process below.

STEP 1:

Complete and sign the SPH Award Form/DSAS Request Form.

STEP 2:

Complete the new SPH Financial Aid smartsheet. Be sure to attach your completed, signed SPH Award Form/DSAS Request Form before submitting the smartsheert. Please note: Incomplete submissions will not be processed.

Thank you.

Other Student Services and Admissions Forms

• E-grades – How to Assign Grades
• Application for Candidacy for Master’s Degree (Plan II)
• MPH Degree Breadth Requirements
• Assigning and Removing an “I” Incomplete Grade
• Petition to Change Class Schedule
• Information on the Disabled Student Program
• GSI/GSR Information
• Filing Fee Application
• Grade Appeals Procedures
• Course Evaluation Form
• Academic Progress Report for Doctoral Students
• How to Use GradLlink on the Web
• GradLlink on the Web (GLOW) Access Form

SPH Course Proposal Procedures and Required Forms:

• Process for Course Proposals in the School of Public Health
• Course Proposal Instructions
• Course Approval Request Form
• Request for an Exception for Non-Senate Member to Serve on Higher Degree Committee
• Request for Change in Higher Degree Committee (also known as “Reconstitution”)
• Report on the Qualifying Exam
• Petition for Late Enrollment/Registration
• Change a Major or Degree Goal
• Petition for Grade Change
• Request for In Absentia Registration Form
• Application for Candidacy (Plan B)
• Students in Crisis Information from Tang Center
• Gold Folder (Faculty/Staff Reference to Help Students in Distress)
• Application for Readmission
• Statement of Legal Residence (must be submitted with “Application for Readmission”)
• Notice of Withdrawal – (for retroactive [i.e., prior term] withdrawals only)
• SPH Withdrawal Form