CalLink Purchase Request Categories

CalLink Finance uses a general Purchase Request Form (PRF) for all types of payables processed by ASUC Finance. In order to distinguish certain types of purchase requests from others (e.g., differentiating reimbursements for expenses already incurred versus payments to an individual for some personal service rendered, etc.), there are a number of categories to choose from when creating a purchase request. Each category is distinct and should be used for a specific type of request. This module will outline each of the purchase request categories and when to use each. The next part of this module will describe the documentation that must be provided for requests in each category.

Reimbursement

Reimbursement is the most commonly selected Purchase Request Category.

The Reimbursement category should be selected when an individual spends their own money on expenditures that are related to the organization's activities and is seeking to be paid back for the expenses by the student organization. A reimbursement PR would be submitted after all of the expenses have occurred.

Reimbursement PRs can only be submitted for the person who actually made the purchase. It is not allowed to reimburse somebody else if they are not the actual person who paid for the items being reimbursed.

Reimbursement PRs are paid either via check or direct deposit (EFT). Requestors may indicate if the payee has signed up for EFT, or else if they would like a check to be mailed to a provided mailing address or picked up at the AP/AR office.

⚠️ NOTE: Though the Reimbursement category is broadly defined as covering expenses that an individual incurs out of pocket for an organization, there are many restrictions under ASUC Finance policy that will be enforced regardless of what funding source you are using! Please click on the dropdown below to review some of the most common restrictions on reimbursements. Remember that it is your job as an ASUC/GA Agent user to inform members of your club about these restrictions. All of these restrictions are clearly stated in the instructions on every CalLink PRF you create.

Reimbursement restrictions (click to view)

The following expenses may never be reimbursed through ASUC Finance:

Any peer-to-peer payments (i.e., payments made to people) made by Venmo, Zelle, PayPal, Cashapp, etc.
Any payments made using CalFresh/SNAP/EBT or other SSI funds
Donations or other charitable contributions (must be paid directly by ASUC)
Contracted services, stipends, property rental fees, awards, and grants (for tax reporting reasons, all must be paid directly by the ASUC)

Additionally:

Travel expenses will not be reimbursed until after an itinerary is complete

ASUC Credit Card Request

The ASUC Credit Card Request category should be selected if a student organization has planned expenditures for which they do not want to have to front costs (i.e., due to very high costs) or in the event that they would like to have a payment made by the ASUC to a vendor (who accepts credit cards) off of the normal biweekly check-run cycle. Even though the category has "ASUC" in the name, any student organization with funds in CalLink Finance can submit a request to use an ASUC credit card. ASUC Finance highly encourages RSOs to use a ASUC Credit Card when possible, as it is the fastest way to get expenses covered and results in fewer errors in the purchase request review process.

Once an ASUC Credit Card Request PR is approved by ASUC Finance, the requestor or a roster member designated in the PR comments can check out a physical ASUC credit card from the AP/AR Office or the requestor can set up a Zoom meeting where online purchases can be made quickly and with the assistance of a ASUC Finance staff member. Purchases online with an ASUC Finance staff member typically have a faster turnaround time.

By submitting a purchase request under the ASUC Credit Card Request category, the requestor and any members of the student organization who utilize the credit card are explicitly agreeing to the ASUC Credit Card Program Usage Agreement. If the organization decides to check out a physical card, whomever picks up the card from the AP/AR office will be required to sign a form indicating their organization's compliance with the terms set forth in this agreement. Again, please ensure that members of your organization have read or are familiar with the terms set forth in the agreement when submitting PRs in the ASUC Credit Card Request category.

ASUC Credit Cards are not available for use between the last week of June and mid-August, as the ASUC Finance team is busy preparing the new fiscal year at this time and cannot process credit card transactions. Please plan accordingly if your RSO must make a large purchase in these summer months.

⚠️ NOTE: ASUC credit cards may never be used to purchase gift cards, alcohol, or any personal items that are not for use by a registered student organization. Credit card usage is a privilege and ASUC Finance reserves the right to revoke, suspend, or temporarily amend the terms for the ASUC Credit Card Program for any RSO at any time.

Payments to Business Entities

Payment to Vendor

The Payment to Vendor category should be used if a student organization is seeking to pay a business directly through the ASUC for goods or services that have already been provided to the student organization. Payment to Vendor can only be selected if the student organization has been given a final, itemized invoice by the vendor that is ready for payment.

Vendors can be paid via check, EFT, or credit card (depending on what payment methods are specified on the invoice). Payments via check must be mailed unless an authorized representative from the vendor is able to pick up the check from the AP/AR office.

If an individual has already paid the vendor and is seeking to be reimbursed for that payment, the Reimbursement category should be selected instead.

If the vendor has not yet provided the goods and services, the Payment to Vendor PR category may not be selected. In this case, you must either wait until the goods/services have been provided and you have a final invoice or else you may submit a quote or estimate from the vendor via the Purchase Order category (described below).

⚠️ NOTE: The Payment to Vendor PR category is only for payments that are considered "business income" to an entity with an IRS FEIN/tax ID number. The Payment to Vendor PR category may not be used to pay an individual for any goods provided or services rendered, as this payment would be considered "personal income" to an individual using a SSN! For legal and tax reasons, any services provided by an individual must be paid for via a Contracted Service category request (see Compensation to Individuals below for more details).

Purchase Order-Campus Services (Event Services, Facilities, etc.)

The Purchase Order-Campus Services (Event Services, Facilities, etc.) category (herein referred to as "PO-Campus Services") should be used if a student organization is working with an on-campus vendor that wants a formalized promise from the student organization that they will be paid after certain agreed-upon services are provided. After a PR in the PO-Campus Services category is approved, ASUC Finance Staff will instruct the RSO to provide a PDF of their approved purchase request that includes the seven digit CalLink PR number to their campus partner point of contact as proof of a purchase order being issued by the ASUC. This serves as proof to the campus entity that your RSO has the necessary funds to pay the anticipated expenses for the services.

In certain cases, a campus partner might ask for a signed and written purchase order in addition to your approved PO-Campus Services CalLink Purchase Request. In this case, you can email asucfinance@berkeley.edu to request a written PO that will be sent directly to your campus partner point of contact.

Payment for the services provided by the campus partner will not be made until the promised services have been provided and an invoice that references your seven digit CalLink PR number has been sent to ASUC Finance by the campus partner. Once an invoice has been sent to ASUC Finance, the campus partner will be paid via check in the next bi-weekly check run.

Campus partners that accept PO-Campus Services purchase requests as valid POs include: Berkeley Event Services, Cal Performances, UC Berkeley Facilities Services, UCPD, International House (I-House), Physical Education Department, College of Engineering

A payment on a purchase order cannot be made until goods or services have actually been provided and a final invoice containing the ASUC PO number is produced and delivered to ASUC Finance. Vendors will ultimately be paid by check, EFT, or credit card, depending on the payment methods listed in their final invoices.

⚠️ NOTE: While ASUC/GA Agent users and members of a student organization have no further responsibilities for a PO once the Purchase Order PR is approved, the approval and issue of a purchase order by ASUC Finance DOES NOT mean that the vendor will be paid. As indicated on any purchase order issued to a vendor, vendors are required to submit a final invoice (that includes the ASUC PO number) for the goods/services provided to ASUC Finance in order for payment to be made.

Purchase Order (One-Time Purchase)

The Purchase Order (One-Time Purchase) category should be used if a student organization is working with an external/third-party vendor (not a UC Berkeley affiliate/department) that wants a formalized promise from the student organization that they will be paid after some agreed upon goods/services are provided. A written purchase order is issued after One-Time Purchase PO category PR is approved and serves as verification by the ASUC Finance team and the ASUC overall that the RSO has money and will pay the vendor once the goods/services are provided. You can think of it as a limited line of credit being extended for a one-time expense.

A payment on a purchase order cannot be made until goods or services have actually been provided and a final invoice containing the ASUC PO number is produced and delivered to ASUC Finance. Vendors will ultimately be paid by check, EFT, or credit card, depending on the payment methods listed in their final invoices.

Common off-campus vendors that accept ASUC purchase orders include: Custom Ink, Herc Rentals

Despite "One-Time Purchase" being in the category's name, this category can also be used if a student organization is working with a vendor for an extended period of time and plans to receive multiple instances of goods/services provided by the vendor. In this case, the ASUC can issue a blanket PO that guarantees payment up to a certain dollar amount over a fixed period of time to the vendor. You can think of this almost like a real line of credit being extended to the vendor for a certain amount of time (usually a semester).

For example, if your student organization frequently prints flyers and other visuals at a copy shop and has found that it is cumbersome to repeatedly submit Reimbursement PRs for each time expenses are incurred, you can request a blanket purchase order for, say, $1000 for the copy shop. Upon receipt of the blanket PO, the copy shop will allow your organization to print its materials without being charged at the time of service; your charges will be added to an invoice that will be billed to the ASUC at the end of the time period specified and paid then. Not all vendors accept blanket purchase orders, so be sure to check first with the vendor before submitting a blanket PO request.

Nevertheless, ASUC Finance strongly recommends that, if your RSO is looking to cover recurring expenses over a semester or other fixed interval, you explore using an ASUC Credit Card rather than going through the blanket purchase order process. Feel free to check out the ASUC Credit Card category above or feel free to set up a meeting with ASUC Finance staff to discuss how the credit card program might work well for your RSO's specific needs.

⚠️ NOTE: While ASUC/GA Agent users and members of a student organization have no further responsibilities for a PO once the Purchase Order PR is approved, the approval and issue of a purchase order by ASUC Finance DOES NOT mean that the vendor will be paid. As indicated on any purchase order issued to a vendor, vendors are required to submit a final invoice (that includes the ASUC PO number) for the goods/services provided to ASUC Finance in order for payment to be made.

Compensation to Individuals

Contracted Service

The Contracted Service category should be used if a student organization is seeking to compensate an individual who has provided some kind of personal service (e.g., speaking at an event, providing photography services, DJing for a party, etc.) for the organization. Payments of this kind may only be made after the services have been provided.

If a student organization is seeking to pay an individual for services provided over a period of time (instead of for one discrete instance), the Stipend category should be used instead (see below).

Any individual who receives more than $600 in compensation from ASUC Finance in a given calendar year will be issued a 1099-NEC form by the ASUC in January of the following calendar year.

⚠️ NOTE: Because the ASUC is required to report this type of compensation to the IRS and California Franchise Tax Board, payments for personal/contracted services must be made directly by the ASUC to the person rendering services. As noted in the reimbursement restrictions above, ASUC is unable to reimburse clubs for payments made out of pocket to individuals for personal/contracted services.

Stipend

The Stipend category should be used if a student organization is seeking to compensate an individual who has been contracted/agreed to provide some services or perform specific duties to the organization over a period of time. Payments of this kind may only be made for hours/work that have already been completed (e.g., no advances). Also note that ASUC funds may not be used for stipends without prior approval by and allocation to a stipend budget line item by the ASUC.

This category is very similar to the Contracted Service category, but stipends are generally paid in many installments over a semester or academic year for continuous services. If a student organization is seeking to pay an individual for services provided just once (not something that is continued over time), the Contracted Service category should be used instead (see above).

Any individual who receives more than $600 in compensation from ASUC Finance in a given calendar year will be issued a 1099-NEC form by the ASUC in January of the following calendar year.

⚠️ NOTE: Because the ASUC is required to report this type of compensation to the IRS and California Franchise Tax Board, payments for stipends must be made directly by the ASUC to the person rendering services. As noted in the reimbursement restrictions above, ASUC is unable to reimburse clubs for payments made out of pocket to individuals for stipends.

Award

The Award category should be used if a student organization is seeking to provide prizes, payments, or other compensation to individuals in recognition of some achievement or accolade. Awards are one-time payments that are made after the recognition has occurred.

This category is different from the Contracted Service category in that Awards are not given for services rendered, but rather are for highlighting or honoring some sort of achievement.

Any individual who receives more than $600 in awards/prizes/grants from ASUC Finance in a given calendar year will be issued a 1099-MISC form by the ASUC in January of the following calendar year.

⚠️ NOTE: Because the ASUC is required to report this type of compensation to the IRS and California Franchise Tax Board, payments for awards must be made directly by the ASUC to the person being recognized. As noted in the reimbursement restrictions above, ASUC is unable to reimburse clubs for payments made out of pocket to individuals for awards.

Grant

The Grant category should be used if a student organization is seeking to allocate some amount of money to an individual or other organization that is to be used for a particular purpose or initiative. Grants can be unrestricted or restricted in terms of how the money may be used.

This category is different from the Award category in that Grants are usually given in advance of the intended usage, whereas awards are given only after recognition has occurred.

Any individual who receives more than $600 in awards/prizes/grants from ASUC Finance in a given calendar year will be issued a 1099-MISC form by the ASUC in January of the following calendar year.

⚠️ NOTE: Because the ASUC is required to report this type of compensation to the IRS and California Franchise Tax Board, payments for grants must be made directly by the ASUC to the person/group being allocated the grant money. As noted in the reimbursement restrictions above, ASUC is unable to reimburse clubs for payments of grant money made out of pocket to grant recipients.

Donations

The Donation category should be selected if a student organization is seeking to donate miscellaneous funds to an IRS-recognized 501(c)(3) nonprofit. ASUC, GA, and campus allocated funds may never be used for making donations or for charitable purposes.

Payments for donations by the ASUC through a donation purchase request can be made either via check or by credit card (if the nonprofit accepts credit cards). Payments via check must be mailed unless an authorized representative from the nonprofit is able to pick up the check from the AP/AR office.

⚠️ NOTE: ASUC, GA, and campus allocated funds may never be used for making donations or for other charitable purposes! ONLY miscellaneous funds may be used for PRs in the Donation category.

Transfer Between Accounts

The Transfer between Accounts category should be selected when a student organization wants to move funds that are held in one CalLink Finance account into a different CalLink Finance account. This category can be used both for requests to move funds between finance accounts belonging to the same student organization and for requests to move funds from a finance account belonging to one organization to a finance account belonging to a different organization.

A Transfer between Accounts PR is the only way for a student organization to move funds from one finance account to another (this is due to accounting record keeping requirements). Once a Transfer between Accounts PR is approved, student organizations can expect to see the transfer reflected in CalLink Finance within 1-3 business days.

⚠️ NOTE: ASUC and GA allocated funds CANNOT be transferred between accounts! Only miscellaneous funds and select campus funds (e.g., STARR funds for bridges or AMP funds for SUPERB) may be transferred between finance accounts through this type of purchase request. Miscellaneous funds can be transferred from one RSO to another, whereas campus funds can be transferred within an organization's campus grant finance accounts. Please speak to your organization's advisor or to ASUC Finance staff if you have any questions.

Categories NOT for Student Organization Use

There are a few CalLink purchase request categories that are for administrative/ASUC Finance staff use only and should never be selected when submitting a purchase request. Any purchase requests submitted using any of these categories will be flagged and processing will be substantially delayed.

Some of these categories state "Admin Use Only" on CalLink, but a few do not. The following categories are not to be selected by student organizations when submitting a purchase request:

Bank Transfer (Admin use only)
Deposit
Deposit-Receipt of Funds (Admin use only)
Internal Transfer
Transfer
X-Adjustment (Admin use only)