What Form Should I Use?

Transaction Type

Form Name

After the Fact Purchase

After the Fact 

Ammunition and Firearms

Non-Catalog Items 

Catering, No contract required, Payment only

Payment Request 

Catering, Order and Contract required

Services and Non-Tangible Items  

Cell Phones, Purchase

Non-Catalog Items  

Computer Software, Enterprise and Security

Services and Non-Tangible Items

Computer Software, Hosting and Cloud Services

Services and Non-Tangible Items

Conference and Event Rentals

Off Campus Events & Facility Rental

Conference Registration Fees*
*It is recommended to use your department BluCard to pay for these transactions. Payment Request creates a check, but some payments need to be online (BluCard). Departments can request their Regional Service Purchasing Team to pay via BluCard by using the non-catalog form.

Ordered by Preferred Method:

1. Department BluCard

2. Payment Request Form (processes a physical check)

3. BluCard Tracking Form (applies in the case where your department will use someone else’s Procurement Credit Card to place an order). For more information on available Credit Card programs see: https://controller.berkeley.edu/financial-operations/card-program-overview/types-credit-cards

Copier Leases

Amount Only 

Donations & Contributions

Payment Request 

Entertainment, Food

  1. Cal Catering
  2. Service Order Request 

Entertainment, Other Goods

Non-Catalog Items

Entertainment, Services

Services and Non-Tangible Items 

Equipment, Laboratory (non-contracted)

Non-Catalog Items

Equipment, Maintenance

Services and Non-Tangible Items

Equipment, Other

Non-Catalog Items

Equipment, Sole Source Over $100,000

Sole Source Over
$100,000 Form

Explosives

Non-Catalog Items

Express Delivery Services

Payment Request 

Freight

Payment Request 

Furniture, Office (non-contracted)

Non-Catalog Items

Gases, Toxic

Non-Catalog Items

Gifts, Goods

Non-Catalog Items 

Government Fees

Payment Request 

Graphic Designer

Services and Non-Tangible Items

Honoraria (non UCB Employee or Student)

Payment Request 

Human Subject Fees, No Cash Funds

Payment Request 

Journals/Subscriptions*
*It is recommended to use your department BluCard to pay for these transactions. Payment Request creates a check, but some payments need to be online (BluCard). Departments can request their Regional Services Purchasing Team to pay via BluCard by using the non-catalog form.

Ordered by Preferred Method:

1. Department BluCard

2. Payment Request Form (processes a physical check)

3. BluCard Tracking Form (applies in the case where your department will use someone else’s Procurement Credit Card to place an order). For more information on available Credit Card programs see: https://controller.berkeley.edu/financial-operations/card-program-overview/types-credit-cards

Leases, Operating

Amount Only 

Loan Repayment Assistance

Payment Request 

Maintenance and Repair Services (non-facilities)

Services and Non-Tangible Items

Memberships
*It is recommended to use your department BluCard to pay for these transactions. Payment Request creates a check, but some payments need to be online (BluCard). Departments can request their Regional Services Purchasing Team to pay via BluCard by using the non-catalog form.

Ordered by Preferred Method:

1. Department BluCard

2. Payment Request Form (processes a physical check)

3. BluCard Tracking Form (applies in the case where your department will use someone else’s Procurement Credit Card to place an order). For more information on available Credit Card programs see: https://controller.berkeley.edu/financial-operations/card-program-overview/types-credit-cards

Miscellaneous Goods

Non-Catalog Items

Moving Services for new campus hires**
** Limited to strategically sourced Suppliers ONLY. See form for available Suppliers.

Moving Services: Household and Personal Effects

Multi-Location Appointment (outside Payroll)

Services and Non-Tangible Items 

New Employee Moving Expense Reimbursement

Payment Request

Off-Campus Facility Rental for Entertainment & Travel

Off Campus Events & Facility Rental

Participant Support Stipend

Payment Request 

Pay for goods/services for which a purchase
order has not previously been completed.

After the Fact 

Payment Request

Payment Request 

Personal/professional/independent contractor or consulting services

Services and Non-Tangible Items 

Petty Cash

Payment Request 

Printing Services, Design and Layout Services only

Service and Non-Tangible Items

Printing Services, Printing (taxable)

Amount Only 

Printing Services, Printing and Mailing Services
(non-taxable)

Services and Non-Tangible Items

Professional Services (business, engineering, medical, etc.)

Service and Non-Tangible Items

Purchase Type

BearBuy Form Type

Refunds

Payment Request 

Reimbursement of non-travel, non- entertainment  expenses (employees &
students)

1) Reimbursement 

2) Payment Request 

Royalties

Payment Request 

Service Contracts (non-facilities)

Services and Non-Tangible Items

Sole Source Over $100,000 Form

Sole Source Over
$100,000 

Sports Officials Fees

Payment Request 

Subaward - UC Recipient

Subaward - UC Recipient

Subaward- Non UC Recipient

Subaward - Non UC Recipient

Telephone/Data Services
(Telephone/conferencing service bills from Suppliers
such as AT&T, Verizon, Comcast)

1) IST Catalog

2) Payment Request 

Temporary staffing (Admin/Clerical, Food Services, IT Services, Light Industrial, or Trade)**
** Limited to strategically sourced Suppliers ONLY. See form for available Suppliers.

Temporary Staffing Request 

Travel, Advance

Payment Request 

Utilities

Payment Request 

Vehicle Acquisition

Non-Catalog 

Vehicle Charter for Groups**
** Limited to strategically sourced Suppliers ONLY. See form for available Suppliers.

Vehicle Charter Request

Visa Application Fees

Payment Request 

Writer/Translator

Services and Non-Tangible Items