CAO Office Resources
Photo: Jessie Ward O'Sullivan, UCSB

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Central Administrative Office (CAO) 

The CAO is the main contact for many areas including but not limited to supply orders, scanning, mailboxes and mail services, and reimbursement processing.

* Please note: The following information has been adjusted to reflect temporary procedures due to COVID-19.

Regarding Reimbursements: Please hold on to all original documentation. It will need to be turned in with wet signatures upon return to campus.

Central Administrative Office

Available remotely 8:00 am to 5:00 pm (closed lunch 12:00-1:00 pm)

Office: Harold Frank Hall, Rm 4155
Fax: 805-893-3262

Policy Reminders & Updates
  • 8/25/2020 - ECE Remote Processes and Resources Reminders
    • Remote Reimbursements
    • FedEx Shipping
    • Research Supplies
  • 5/27/2020 - Travel Policy Changes (G-28 Update)
    • Travel status documentation required for ALL travelers
  • 3/25/2020 - Temporary ECE Remote Reimbursement Processes
    • Preparing & sending reimbursement documents
    • Docusign
  • 1/21/2020 - Travel Policy Reminders and Resources
    • Receipt Guidelines
    • Foreign per diem allowances
    • Connexxus Tips
Shipping
  • Please email cao-academic@ece.ucsb.edu and cao-admin@ece.ucsb.edu with one email request if you have shipping needs
  • Shippers should be prepared to provide an account for internal billing reference
  • Airbills, envelopes, and small boxes are available
  • Scheduled pickup for packages is not available at the CAO
Departmental Mailboxes
  • Visiting scholars, researchers, and grad students must visit the CAO to receive a mailbox
  • Grad mailboxes are located in Harold Frank Hall, RM 5154
  • Mailboxes may be used for UCSB related correspondence only. They are not to be used for personal mail
Office Supplies
  • Many supplies are often kept in stock. Please see the ECE shop on the first floor of Harold Frank Hall for assistance
  • Additional supplies can be ordered through the CAO or through UCSB Procurement Gateway
Toner Cartridges
  • Toner cartridges are not kept in stock, but can be ordered from UCSB Procurement Gateway
  • Used cartridges may be dropped off in the CAO for recycling 
Scanning & Photocopying
  • The CAO scanner may be used by faculty, staff, and students for urgent scanning. A flash drive is needed
  • The two department copy machines also scan, and faculty and staff emails are pre-programmed into the machines. No code is needed to use the scanning function
  • To order document services contact cao-admin@ece.ucsb.edu
Business Cards
  • Business cards can be ordered through the UCSB Procurement Gateway (Must use unrestricted funds)

Travel Reimbursements

Certain expenses from business related travel may be reimbursed. Prior to your travel please refer to the department procedures detailed below along with the  UC Policy BFB-G-28 on Travel Regulations to review what is reimbursable. When in question, contact the Central Administrative Office.

* All information is currently UPDATED with Temporary Submission Procedures due to COVID-19:

FAQs for Reimbursees
  • Airfare:
    • Tickets classified as economy/coach are allowed
    • Business or First Class Airfare tickets are generally not allowed. With additional documentation and approval the following special circumstances may be considered:
      • Business- or first-class is the only service offered between two points
      • The use of coach-class would be more expensive or time-consuming
      • An itinerary involves overnight travel without an opportunity for normal rest before commencing business (requires that the traveler go straight to business meeting upon their flight arrival)
      • The advantages of business- or first-class are necessary to reasonably accommodate a disability or medical need
    • An itemized receipt is needed for reimbursement along with a detailed itinerary
       
  • U.S. Flag Air Carriers: There are several significant items you should be mindful of when booking international university business travel:
    • Under the Fly America Act, generally, only U.S. carriers shall be used for foreign travel reimbursed from federal grants and contracts, including NIH grants. The regulations advise that a U.S. airline is used even if a foreign airline would be less expensive, provide preferred routing, or be more convenient. There are limited exceptions in certain situations, such as the existence of an Open Skies Agreement and other exceptions that can be found in the Federal Travel Regulation Guidelines (FTR). Prior to booking your airfare, please be sure to review the info provided at the above-referenced website links; and if you have additional questions about the allowability of a particular flight, please consult with the CAO.
    • When scheduling any international travel that is federally funded, ensure that your travel is scheduled on a US flag carrier, if possible or on foreign air carriers that codeshare with a US flag carrier. Please note that in order for a flight to be considered “codeshare”, the flight number must begin with the two-digit airline code that relates to the US Carrier.
       
  • Car Rental and Ground Transportation:
    • UCSB Prenegotiated Agreements - UCSB has prenegotiated car rental and hotel agreements with various vendors. To assure negotiated rates with the vendors, reservations should be made through the Connexxus portal. More information about the Connexxus portal can be found on the Travel Accounting website.
    • You can rent up to an intermediate size car. If larger than intermediate size is used, provide a business justification. If the justification is missing or insufficient, the expense may be non-reimbursable.
    • If driving your personal vehicle, you may be reimbursed the standard per-mile rate (57.5 cents/mile) based on the most direct route. The standard mileage rate includes fuel, as well as wear-and-tear on the vehicle.
       
  • Lodging:
    • UCOP G-28 Travel policy limits lodging nightly rates to a maximum of $275/night when traveling in lower 48 states for less than 30 days. If the traveler is unable to secure lodging at $275 per night or less, exceptional approval is required. Complete the lodging limit justification form and attach it to your travel documents.
    • Lodging receipts must be itemized (room, tax, service, and any other charges listed separately).
    • For foreign travel please see the U.S. Department of State's maximum lodging rate in the city and country you plan to visit.
       
  • Meals and Incidental Expenses (M&IE)
    • When traveling within the continental U.S., the daily limit is $62. This limit is not a per diem. Only actual expenses can be reimbursed. 
    • The daily per diem limit when traveling internationally varies by location. Please see the U.S. Department of State's per diem rates.
    • Receipts are needed for any expense of $75 or more.
       
  • Travel Insurance: When traveling on business, faculty, staff, and students are covered under the UC Business Travel Accident Insurance Program. Travel outside California requires a completed insurance form before the trip to guarantee coverage. The form is not required when making reservations through Connexxus since enrollment in the insurance program is automatic.
     
  • Travel Packages Purchased from Internet Vendors: Travel "packages" offered by Internet vendors typically do not include itemized expenses. Therefore, no business-related travel should be booked through such vendors unless the traveler has confirmed that each aspect of the package will be separately itemized (e.g., itemized hotel charges, airfare, car rental, etc.) to assure appropriate documentation for reimbursement.
     
  • California State Funds Prohibited for Travel to 12 States:
    • AB 1887 prohibits the use of state funds to pay for travel to a state on the Attorney General’s list, unless an exception applies. It does not affect travel that is paid for or reimbursed using non-state funds.
    • States Identified as Subject to the Travel Prohibition:
      • Alabama, Kansas, Kentucky, Mississippi, North Carolina, South Dakota, Tennessee, Texas, South Carolina, Iowa, Idaho and Oklahoma.
         
  • Group Travel: Each person of the group is responsible for purchasing their own airfare, meals, bus and train tickets, and registration. If a hotel room is shared, one person sharing the room is responsible for purchasing the room. The group leader should not be purchasing all the rooms for the travelers.
    • Upon return, please include on your worksheets who shared a room, rental car, taxis, etc. Worksheets and documentation for each person involved in group travel do not have to be turned in all together, please turn in your own travel documentation as soon as possible so it can be processed in the 45 day allowance.
       
  • Receipts
    • Submit itemized receipts for all airfare, car rentals, domestic U.S. lodging, and conference registration regardless of dollar amount, or any other single expense of $75 or more. 
    • A valid receipt contains payee's name, amount, date, place, identification of what was purchased and proof of payment.

*Recently updated Policy*

  • Documentation will be required by all travelers for travel status justification.
    • This includes conferences, meetings, invitations, etc.
    • The following is a list of examples of sufficient documentation that will be required to submit with your travel reimbursement in order to substantiate the business purpose of the trip:
      • Conference or professional event - registration receipt, agenda, or presentation evidence
      • Meetings, reviews, or invitation to visit that do not have an official agenda or event announcement - please provide an email of invitation or plans of the visit Complex travel itineraries should include a complete description of events and meetings
         
Prior to Travel - Procedures for Reimbursees
  • Travelers are required to complete a Travel Approval form when using another PI's funds.

  • As a temporary method, PI approval may be obtained via email. Please fill out the following statement with details from your travel and email to your PI. Once they respond with approval and funding information, please save the email as a PDF and include it in your packet
    • “I approve the use of these funds for payment of the following expenses for [Traveler’s Name] incurred for their travel to [Destination] during [Dates] as listed: Airfare - $XXX.XX, Other transportation - $XXX.XX, Per Diem - $XXX.XX, Other - $XXX.XX (specify in parentheses), Totaling - $XXXX.XX
      • Note: Please be sure funding information is included in the email.
         
  • Faculty: Travel on 19900 funds still requires the chair’s signature prior to travel. Please use the statement listed above filled out with travel details and email it to your corresponding travel preparer.
  • If your trip was cancelled, please try to get as much money back as possible, provide as much documentation and explanation of the cancellation, what you were able to receive back, and any cancellation fees that may have incurred.

Travel Advance

  • If a traveler needs financial assistance with travel expenses prior to travel, a Travel Approval/Advance form can be submitted to the CAO upon PI approval. Under the following circumstances:
    • Traveler has incurred expenses that must be paid before a trip is completed and/ or traveler is not able to cover these costs up front
    • Travelers must submit original receipts to receive advance
    • The Travel Advance Request should be submitted at least 1 month before the start date of the trip
Post Travel - Procedures for Reimbursees
  • Fill out the applicable worksheet (domestic | foreign) and Travel Approval/Advance Form and sign within 45 days after your travel. 
     
  • Review the Travel Checklist (domestic | foreign) to assure you have all the required documentation for the Department to quickly and efficiently process your travel reimbursement request. When in doubt, it is best to submit all receipts.
     
  • Declaration of Missing Evidence: filled out and signed by traveler when original required receipt(s) have been lost or misplaced. Not accepted for hotel, airfare, rental car, or registration receipts.
     
  •  Lodging limit justification form: Filled out when lodging nightly rates exceed the maximum of $275/night when traveling in lower 48 states for less than 30 days.
     
  • Non-resident Aliens (NRS): the following is required for processing a reimbursement to an individual that is a Non-resident Alien (also known as a permanent resident or "green card holder") and non UC employee:
  • NOTE: The following visa types are not eligible to receive any travel payments for expenses incurred in the United States: F-2, H-4, O-3, and P-4.

*Temporary Submission Procedures*

  • After you have prepared all your documents submit the worksheet(s) and images/scans of original receipts as a single COMBINED PDF to the CAO at cao-reimbursements@ece.ucsb.edu. If you normally work with a faculty admin assistant for your reimbursements, please email them your documents.
     
  • In the subject line of your email please format it as follows:

                  ex. Travel, Smith, Tori, 03/10-03/12, San Diego, CA

  • For travel advances please put “Advance” in place of travel and include your expected travel dates

                  ex. Advance, Smith, Tori, 05/02-05,09, Phoenix, AZ

Please hold on to all original documentation. It will need to be turned in with wet signatures upon return to campus.

FAQs & Procedures for Administrative Preparers
Once the administrative staff has received the travel worksheet and original receipts from the traveler, the reimbursement can be processed on the UCSB online Travel Expense Voucher.

Additional forms and information can be found on the UCSB Business & Financial Services website under Travel Accounting

TEV Packet should be organized in this order:

  1. Travel Expense Voucher (TEV)
  2. Request for Travel Approval/Advance
  3. Travel Worksheets (domestic | foreign)
  4. Travel Payment Request (TPR) (if applicable) for direct bill - e.g., hotel AND Vendor Invoice
  5. Receipt copies
  6. Backup Paperwork (seminar flyers, meeting schedules, etc)

 

*Temporary Procedures due to COVID-19*

  • Travelers requesting reimbursement may send scanned images of their paperwork to preparers.
    • Let travelers know they should retain original receipts, and supporting documentation as they will need to be turned in to their preparer when we return to campus.
       
  • It is still the traveler’s responsibility to acquire the necessary forms and approvals. If a student is using PI funds they will still need a Travel Approval Form filled out and signed by their PI (email approval is acceptable).
     
  • When you have received completed worksheets and all the necessary supporting documentation, you will create a TEV using the UCSB Travel Application.
    • Instead of printing the voucher save it as a PDF.
    • Create one travel packet by combining the TEV, the Travel Worksheet, and all supporting documentation, into one PDF
       
  • Send the packet to the Department Approver for pre-review.
     
  • You will receive an email confirmation from the Department Approver when the travel packet has been reviewed and is ready for signatures.
     
  • Go to DocuSign and send the approved packet as a new envelope. Refer to the DocuSign instructions resource or contact the CAO with any questions you may have.
     
  • After the packet has been sent through DocuSign and all signatures have been collected, you will receive a confirmation email indicating the form is complete.
     
  • Save the signed PDF. Send it to the Department Approver in the same email thread as the pre-review of the same TEV voucher. You will need to change the subject line to “FINAL: TEV###### for the Department Approver to know the TEV is complete and ready to send to Accounting.
     
  • Save the travel packet for your records and keep track of reimbursements that you will need to collect original documentation for from travelers when we return to campus.

 

Travel - Quick Forms & Resources

For Reimbursees/Travelers:

Prior to Travel

Post Travel

For Administrative Preparers

Entertainment & Business Reimbursements

The University permits expenditures for meals and light refreshments provided to academic or staff employees, students, donors, guests, visitors, volunteers, and other individuals for the purpose of conducting substantial and bona fide University business. Please refer to the UC Policy BUS-79 on Expenditures for Business Meetings, Entertainment and Other Occasions to review what is reimbursable. Reimbursement forms must be submitted within a reasonable amount of time not to exceed 45 days after the expenses were paid.

FAQs for Reimbursees
  • Submit paperwork as soon as possible after the expenses are paid for. Reimbursement paperwork needs to be submitted prior to the 45 day deadline. If documentation is submitted after the 45 day deadline it is left to the discretion of the Accounting office as to whether the expense will be reported as taxable income on the reimbursee's IRS form W-2.
     
  • Prior Approval
  • To fill out the required reimbursement forms you will need the following information:
    • Location where expenses were incurred: where the entertainment took place
    • Number of participants (including the reimbursee/host)
    • Participants names, titles, and affiliations 
    • The purpose of the entertainment (must have a clear academic or business related purpose)
    • Account to be charged
    • The manner in which the reimbursee wants their reimbursement (check, direct deposit, or campus mail)
    • PI Approval - Wet signature on completed Entertainment reimbursement worksheet 
       
  • You will need all itemized receipts. The receipts must identify both food and beverage charges.
     
  • No alcoholic beverage may be charged to state or federal funding sources
     
  • The maximum amount per person that can be reimbursed for allowable entertainment occasions varies depending on the type of meal served. When an entertainment expense exceeds the per-person maximum exceptional approval is needed.
    • Breakfast: $27
    • Lunch: $47
    • Dinner: $81
    • Light Refreshments: $19
Procedures for Reimbursees

*Temporary Procedures due to COVID-19*

  • Temporarily due to COVID-19 email approval is acceptable.
     
  • Documents are being accepted electronically. Scan your worksheet and receipts and compile them into one PDF.
     
  • Email your reimbursement packet to:cao-reimbursements@ece.ucsb.edu. If you normally work with a faculty admin assistant for your reimbursements, please email them your documents. In the subject of your email please use the following format:
    • ENT, Last name, First name, Date expenses incurred
FAQs & Procedures for Administrative Preparers
  • Prior Approval
  • The payee/reimbursee will submit an Entertainment Reimbursement Worksheet, and scanned original receipts.
    • Remind them to save the original receipts and turn them in once we are back on campus
       
  • Create the ENT-5 form.
     
  • Save the ENT-5 form as a PDF and combine the worksheet and scanned receipts to create one combined PDF file.  
     
  • Anything that needs to be signed by the Chair needs to be reviewed by the Chair's Analyst. Email the packet for pre-review with “Pre-review ENT: Name of Payee, date expenses were incurred” in the subject line. 
     
  • Your will receive a confirmation email that the packet is approved. 
     
  • Go to DocuSign and send the approved packet as a new envelope. Refer to the DocuSign instructions resource or contact the CAO with any questions you may have.
     
  • After the packet has been sent through DocuSign and all signatures have been collected, you will receive a confirmation email indicating the form is complete.
     
  • Go to DocuSign and save the completed file for your records and send it to the Department Approver with “FINAL ENT: Name of Payee/Host, date expenses were incurred” in the subject line. They will then post the reimbursement and send it to accounting.
Catering
  • List of Caterers Approved to Work at UC Santa Barbara Events - caterers must be on this list to receive reimbursement for their services.
     
  • Campus Catering (UCen Catering, Special Event Catering and the Faculty Club) retains exclusive responsibility for providing all catering, food distribution and sales on the Santa Barbara campus and the local area. (For the complete campus policy, please see the Food Services Policy).
     
  • The required permit for catering can be found on here: Catering Permit Other information about using outside caterers can be found on Business Service's Catering

 

Supplies Reimbursements

Supplies can be ordered through Gateway. If you need assistance ordering throughout Gateway please refer to BFS Procurement Services for more information or contact the CAO. If you purchase supplies from a vendor that is not on Gateway you can request a supplies reimbursement. 

FAQs for Reimbursees
  • To complete the required reimbursement worksheet you will need the following information:
    • Explanation why these items were not purchased on a University purchase order via the Gateway system
    • Account-fund to be used (Provided by your PI)
    • Dates purchases were made
    • Descriptions of Purchases and cost
      • Note: If you have made multiple purchases and have more than one receipt, please list the total cost of each receipt on its own line of the worksheet.
         
  • Provide all itemized receipts.
    • Receipts must show your name, the total amount charged, and the last four digits of the card/account used for payment
      • If your receipt does not show the required information submit a credit card statement along with your packet
         
  • You will also need PI Approval. Have your PI sign your supplies worksheet.
    • As a temporary method, PI approval may be obtained via email. Please fill out the following statement with details of your expenses and email to your PI. Once they respond with approval and funding information, please save the email as a PDF and include it in your packet.
      • “I approve the use of these funds for payment of the following expenses for [Reimbursee’s Name] : Expense A - $XXX.XX,  Expense B - $XXX.XX, Expense C - $XXX.XX, Totaling - $XXXX.XX
        • Note: Please be sure funding information is included in the email.
           
  • If your request for reimbursement for goods and/ or services is in excess of $2,500, it requires additional justification and approval in order to be processed.
     
  • If federal funds are to be used for this reimbursement and the amount exceeds $3k, a completed Form A: Source Selection and Price Reasonableness will also be required.
Procedures for Reimbursees
  • Fill out a supplies worksheet.
     
  • If you are using another PIs funds, PI approval may temporarily be obtained via email. Please fill out the following statement detailing your expenses and email to your PI. Once they respond with approval and funding information, please save the email as a PDF and include it in your packet.
    • “I approve the use of these funds for payment of the following expenses for [Reimbursee’s Name] incurred on [Date] as listed: Purchase A - $XXX.XX, Purchase B - $XXX.XX, Totaling - $XXXX.XX
      • Note: Please be sure funding information is included in the email.
         
  • Take a picture/scan receipts.
    • The entire receipt must be clearly visible.
       
  • If supplies were purchased online please include a packing slip, shipping confirmation or redacted credit card statement showing the last 4 of your account/card, your name, and the transaction details.
     
  • Save the worksheet and supporting documentation as a single combined PDF.
     
  • After you have prepared all your documents and compiled them into one PDF, please email it to: cao-reimbursements@ece.ucsb.edu.
    • If you normally work with a faculty admin assistant for your reimbursements, please email them your documents
    • In the subject line of your email please format it as follows:
      • Reimbursement type, Last name, First name, Date of Expenses
      • ex. Supplies, Smith, Tori, 03/10
         
  • Hold on to all original receipts as they will need to be turned in once we return to campus
FAQs & Procedures for Administrative Preparers
  • The payee will submit their completed Supplies Reimbursement Worksheet, their scanned original receipts, and a packing slip, shipping confirmation, or redacted credit card statement showing the last 4 digits of their account/card, their name, and the transaction details .
     
  • Go to UCSB’s Disbursements Application (Note: If the reimbursee is not a UCSB Employee use the Payment Request - Miscellaneous Form 5, see quick forms for example).
     
  • Create voucher and save as a PDF.
     
  • Combine all files including the voucher, worksheet, and supporting documentation into one PDF.
     
  • Send the PDF reimbursement packet to the Department Approver for pre-review with “Pre-Review: DV######  in the subject line.
     
  • The Department Approver will review the voucher, worksheet and supporting documentation. Once you receive an email confirming the packet is ready for signatures, you are ready to submit the packet through DocuSign.
     
  • Go to UCSB DocuSign and send the approved packet as a new envelope. Refer to the DocuSign instructions resource or contact the CAO with any questions you may have.
     
  • After the packet has been sent through DocuSign and all signatures have been collected, you will receive a confirmation email indicating the form is complete.
     
  • Save the signed PDF and send it to the Department Approver in the same email thread as the pre-review of the same supplies voucher. You will need to change the subject line to “FINAL: DV###### for the Travel Approver to know the packet is complete and ready to send to Accounting.
     
  • Save the complete PDF file for your records and keep track of reimbursements that you will need reimbursees to turn in original documentation for when we return to campus.

Additional forms and information can be found on the UCSB Business and Financial Services website under Accounts Payable

 

Membership Reimbursements

University membership in organizations that promote the advancement of education and research, enhance the professional standing of its administrative personnel, and facilitate favorable community relations may be reimbursable. See Membership Policy - Business & Finance Bulletin G43.

FAQs for Reimbursees
  • To fill out the required membership reimbursement worksheet you will need:
    • The name of the organization the membership was purchased from
    • The effective dates of the membership (Note: only annual memberships are allowable)
    • A receipt showing your name, the total amount charged, and the last four digits of the card/account used for payment
      • If the receipt does not show all three of these things please submit a redacted credit-card statement as back-up (statement must show your name, the last 4 digits of the account, and the expense amount)
Procedures for Reimbursees
  • Fill out a Membership Reimbursement Request Worksheet.
     
  • Save receipt as a PDF.
    • Receipt must show the amount charged, your name, and the last four digits of the card used for purchase.
      • Submit a credit card statement along with your packet if your receipt does not show the required information
         
  • Combine worksheet and receipt in one single PDF and email it to: cao-reimbursements@ece.ucsb.edu.
    • If you normally work with a faculty admin assistant for your reimbursements, please email them your documents.
    • In the subject line of your email please format it as follows:
      • Reimbursement type, Last name, First name, Date of Expenses
      • ex. Membership, Smith, Tori, 03/10
FAQs & Procedures for Administrative Preparers
  • The payee will send you their filled out membership worksheet and receipts.
     
  • Fill out a Payment Request - Membership Form 5 and combine the worksheet and receipts to create one combined PDF file.  
     
  • Anything that needs to be signed by the Chair needs to be reviewed by the Academic Affairs Manager. Email the packet for pre-review with “Pre-Review Membership: Name of Payee, date expenses were incurred” in the subject line.
     
  • Your will receive a confirmation email that the packet is approved.
     
  • Go to DocuSign and send the approved packet as a new envelope. Refer to the DocuSign instructions resource or contact the CAO with any questions you may have.
     
  • After the packet has been sent through DocuSign and all signatures have been collected, you will receive a confirmation email indicating the form is complete.
    •  NOTE: The Membership Form-5 does not require the payee’s signature because they are required to sign the membership payment request worksheet. In order to keep workflow the same as the rest of our reimbursement processes we will still have the payee sign using Docusign even if they have sent the worksheet with their scanned signature.
       
  • Save the completed file for your records and send it to the Department Approver with “FINAL Memb. F-5: Name of Payee/Host, date expenses were incurred” in the subject line. They will then post the reimbursement and send it to accounting.

 

Membership Quick Forms & Resources

For Reimbursees

For Administrative Preparers