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Class Supplies Payment Guide

This guide provides information on how to request a payment for or reimbursement of class supplies expenses.

Class supplies may be purchased directly from a vendor using a purchase order, CruzBuy, or the Purchasing Card. Occasionally, it may be necessary for an instructor to use personal funds to purchase class supplies and request reimbursement. This guide covers both the vendor payment and employee reimbursement processes. Please contact the FAST/AP Help line at 459-4488 with questions or locate your representative directly.​​​

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  • Before you start

    Important information to know:

    1. Avoid conflicts of interest. Refer to appendices for information covering employee-vendor conflict of interest issues.
    2. Payment. If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.​

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  • Allowable costs

    Important information to know:

    1. The following expenses will be reimbursed:
      • Common materials and supplies used for a single or multiple classes
      • Proprietary class materials or supplies
    2. Out-of-pocket reimbursement will be made for actual, documented expenses incurred.
      • Reimbursement will not be made if the amount requested is based on a calculation using a flat rate per student or class basis
    3. Instructor-provided proprietary class materials or supplies sold to UCSC
      • Instructor must submit an itemized invoice with the payment request
      • Sales tax will be charged for the amount of all tangible goods listed on the invoice

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  • Ways to pay

    Here are different ways to pay for this type of expense:

    1. CruzBuy. For more information about CruzBuy and the purchase order process, see Procurement Resources.
    2. UCSC Purchasing Card
    3. Request a payment to be made directly to the vendor by completing and submitting a Direct Payment form.
    4. Make the payment out of-pocket and request a reimbursement by completing and submitting a Direct Payment form.
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  • Requesting a direct payment

    Follow these steps to request a direct payment:

    • If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.
    • Complete a Direct Payment form and obtain approval from an authorized expense approver.
      • Attach supporting documentation, such as original receipts. Refer to the “Receipt and Documentation” topic for more information
    • Submit the Direct Payment form to the divisional or departmental business office for review and “second-tier” approval.
    • The divisional or departmental business office will submit the form and supporting documentation to the Financial Administrative Services and Transactions/Accounts Payable Office (FAST/AP) for processing.
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  • Receipt and documentation requirements

    Purchase Order/Invoice Payments
    The original vendor invoice must be submitted in order for a payment to be made to the vendor.

    • A payment of up to $500 more than the purchase order balance will be made if an email authorizing the payment is provided by the ordering department to the FAST/AP Office.
    • A payment of more than $500 over the purchase order balance requires the ordering department to submit a change order request to Procurement Services before payment can be made.

    Direct Payments/Reimbursement
    The following supporting documentation must be submitted with a completed Direct Payment form.

    • Receipt: Submit all original vendor contracts, invoices, and itemized receipts.
      • An electronic receipt is acceptable as long as it provides the detail needed to substantiate the expense.
      • Photocopies of receipts are not an acceptable substitute for original receipts

    For any items with missing receipts, follow these steps:

    1. Obtain a duplicate receipt from the vendor.
    2. If a duplicate receipt cannot be obtained from the vendor, perform the following steps
      • Submit a statement with the Direct Payment form explaining why the receipt was not provided and including a certification that the expense amount claimed is the amount actually paid to the vendor.
      • Obtain approval on the Direct Payment form from a campus officer authorized to approve exceptions to policy. Refer to Appendix 1 for a list of campus officers authorized to approve policy exceptions.
      • Depending on the expense involved, you may be asked to provide additional information by your divisional business

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  • Authorization and approval

    • Only an individual with written delegated authority provided on the Signature Authorization Approval Form may approve the payment.
    • An employee having delegated authority may not approve his or her own reimbursement or payment request.

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  • Basic sales and use tax

    Generally, all purchases of tangible goods are subject to the assessment of sales or use tax.

    • If the full amount of sales tax is not collected by the vendor, the remaining amount of tax due will be charged to the department making the purchase.
    • A product, such as software, supplied in electronic form through e-mail attachment, internet, or facsimile is not subject to the payment of sales and use tax; the same product supplied on a magnetic disk, CD, or DVD is subject to sales and use tax.

    See Relevent Appendices: Sales and Use Tax for additional information on this topic.

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  • Funding sources

    Most unrestricted fund sources allow for the purchase of class supplies.

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  • Common oversights

    Speed up the payment process by avoiding these common oversights.

    • Forgetting to provide the last four digits of the recipient’s social security number or Individual Taxpayer Identification Number on the Direct Payment form.
    • Forgetting to obtain the appropriate approvals on the Direct Payment form.
    • Forgetting to attach required supporting documentation to the Direct Payment form.
    • Forgetting to submit a Payee Setup 204 form for a first-time reimbursement or payment recipient.
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  • UC Procedure Reference

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  • Where to get help

    More assistance is available:

    • Purchase order, change order, and Employee-Vendor Conflict of Interest Evaluation Form-related questions, email:
    • For all other questions, please contact the FAST/AP Help line at 459-4488 with questions or locate your representative directly.

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  • Relevent Appendices

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