Instructions & Policies
A Purchase Order (PO) reimbursement is a financial transaction used to reimburse employees for program expenses, and to make direct payment for registration fees, insurance premiums, utilities, fee refunds, and other miscellaneous one-time payment items that are not part of the purchasing or travel programs.
Non-PO Payments and Reimbursements
Log into WFA for Non-PO Invoices. The WFA form requires Area Director/County Director. All backup must be attached.
Payments that do not require a Purchase Order (PO)
The following links will direct you to the UC Davis Supply Chain Management website's policy information related to the topic listed in the link. Please do not reach out to UC Davis. Instead, if you have questions about the processes outlined, contact your Business Partner Team.
- Agency Fund
- Casual Farm Labor
- Communication and Data Services
- Copyright, Regulatory, Bank/License Fees
- Employee Reimbursement
- Entertainment Expense
- Fellowship Stipend
- Freight
- Gifts and Donations
- Honoraria
- Human Subject (Research Participant)
- Immigration Visa Fee Processing
- Insurance Payments
- Professional Certifications and Licenses
- Professional Membership Dues
- Petty Cash
- Refunds
- Registration
- Registered Student Organization
- Regulated Utility Services
- Sales Tax
- Student Fellowship Expense Reimbursement
- Student Reimbursement
- Subcontractor Advance Payment
- Travel Expense
- Unauthorized Purchasing Reimbursement to Suppliers
Reimbursement Policies
Comply with all requirements as listed to receive reimbursement. Payments made by gift cards, coupons, or other non-cash or non-cash equivalent do not qualify for reimbursement. Reimbursements for volunteers are processed by the unit the volunteer works for in Aggie Expense as a non-employee traveler. Reimbursements for employees are processed in AggieExpense by the employee. The following policies apply to both employees and volunteers.
- Include original receipts (no copies)
- Purchases must be made within the last 30 days
- The receipt total must equal the requested reimbursement amount
- Personal items cannot be purchased on the same receipt
- Receipts must be in the name of the volunteer
- Reimbursement cannot exceed $499.99, cannot be software or app and cannot be any rental type of product
Resources
Work with your BOC Business Partner Team for Non-Purchase Order (PO) check payments. Visit the link below for reference, but please reach out to your UC ANR BOC Business Partner Team with questions; do not reach out to UC Davis.
https://supplychain.ucdavis.edu/pay-purchase/non-po-payments/payment-reasons