Module 3: Purchase Requests in CalLink Finance

Overview

In this module, you will learn about the structure and content of a purchase request ("PR") in CalLink Finance. Purchase request is a blanket term that refers to any type of financial transaction request that an RSO can create through CalLink Finance. Purchase requests are created by completing a blank purchase request form ("PRF") on the Finance tab of your RSO's CalLink page.

Purchase requests a variety of categories depending on the type of transaction you are requesting, and each of the various categories has a number of requirements for information and documentation that must be provided about the expenditures and about the payee (the person who is being paid). You will learn about how to select the various accounts you learned about in Module 2, what documentation is required for various request categories, how to properly obtain and fill in information for a payee, and how to appropriately input and upload supporting documents for up to six (6) expenses.

This module is so dense and so important that it has actually been split into two parts, 3A and 3B, with separate quizzes to ensure that you are able to focus on the important information without feeling overwhelmed.

Module 3A will cover the specifics of request categories (including what they each mean and when they can be used) and what documentation is required for each category. It will also demonstrate how to search for and select an appropriate CalLink Finance account for a request, drawing on the information you learned in Module 2.

Module 3B will walk you through how to fill in the rest of the body of the purchase request form. Parts of Module 3B draw on important information from Module 3A, which is why we strongly recommend that you review the Module 3A pages and take the Module 3A quiz before you proceed to review Module 3B.

⚠️ NOTE: We also feel that this module is so important for the basics of submitting error-free and approvable purchase requests via CalLink Finance that we have made this one particular module accessible to all UC Berkeley students and staff to review without being enrolled in this training. Everything in the module is highly relevant to any RSO member who will ever need to submit a purchase request. We encourage you to share this module's content and resources with members of your RSO who might submit purchase requests so that they are able to avoid common errors, which leads to faster approvals and payments. You can share this link with anyone to access this Module online or you can download and share this PDF file of the module.

Learning Objectives

By the end of this module, you will be able to…

Describe the components of the CalLink Purchase Request Form (PRF).
Differentiate the types of Purchase Request Categories (including when each should be used and what documentation is needed).
Identify finance accounts by funding type.
Properly complete the payee information fields.
Recognize frequent errors/mistakes in the Purchase Request process.

Module Structure

Module 3 is structured with the following pages:

Module 3A: PR Categories & Documentation

CalLink Purchase Request Categories
CalLink Purchase Request Required Documentation
CalLink Finance Accounts

Module 3B: Purchase Request Body

Request Details
Payee Information
Expenses & Documentation

Module 3 References and Resources

Module 3 FAQs

My requested amount is larger than the balance of one of my accounts. Can I use the SUMMARY account?

No -- it is never permissible to use the SUMMARY account when submitting a purchase request. If you are submitting a request for an expense that you would like to split between two or more accounts, you must select one of the accounts when creating the request and then in Question 5: Special Instructions, you must specify which accounts you would like to use and how much funding should be pulled from each account. Ideally, you should also make a note of this in the request description, as this will ensure that your request is seen by staff when the request is being reviewed.

I'm missing a required itemized receipt. Can I use the Missing/Lost Cash Receipts form instead?

No, you may not. The Missing/Lost Cash Receipts form is only permissible to use when a purchase was made in cash and the purchase is not one that requires an itemized receipt to accompany it (e.g., food/grocery/gas station purchases).

Our RSO hired a photographer and paid them with Venmo. How do we cover this expense through CalLink?

Any services or goods provided by a person/individual who is not acting on behalf of a business entity must be paid for directly to the person by ASUC Finance and cannot be paid out of pocket and later reimbursed. This is for tax reporting reasons. You will need to request that the photographer refund you for the payment made via Venmo and then you will need to submit a Contracted Services request with the photographer as the payee on CalLink. The photographer will need to complete a substitute W-9 or W-8BEN via DocuSign (if they have not already done so this calendar year) and will need to sign and date the payment voucher you upload to the purchase request. ASUC Finance cannot make any exceptions allowing the out-of-pocket reimbursement of contracted services by individuals.

Module 3A Quiz

Module 3B Quiz

Module 3 Discussion Forum