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UC Berkeley School of Law Library UC Berkeley School of Law Library BerkeleyLaw Library

Student Journals: Food- Ordering/Reimbursement

Options for Ordering Food for Journal Meetings/Events

If you're planning a Journal event (meeting, symposium, retreat) and want to have food, you have the option of doing it a couple of ways:

  • Purchase the food yourself and submit receipts for reimbursement   (see below for required documentation for obtaining a reimbursement!)
  • Have the Journal Administrator pay the vendor directly using your journal's university-held funds

Either way, you will be submitting all food orders/reimbursement requests are submitted on an Entertainment Certification Form (ECF).  See below for information on submitting the ECF.

REIMBURSEMENTS FOR FOOD AND DRINK

1) Go to the Student Journals Entertainment Reimbursement Request Form

2) “Payee” field:  enter Your Name as the Payee, and include your email address

3) “Journal Approver” field: enter the name and email address of your journal’s ME or EIC. (If you are the ME or EIC requesting reimbursement, do not enter your name as both Payee and Pre-Approver, but select another member for internal approval of your request) 

4) Click the “Begin Signing” button

5) An Entertainment Certification form will open; enter the information below as follows:

  • Enter your journal’s name
  • Enter your name as payee and your contact information and Student ID Number
  • Enter the event information, including what was purchased and the date 
  • Provide a business purpose or reason for the purchase and how it relates to Berkeley Law
  • Attach an itemized receipt that shows what was purchased and amount paid; it should include the last four digits of your card. If the payment method is not listed on the receipt, provide a statement showing the payment method. This can be a bank or credit statement showing transaction with the vendor, date, and amount paid. Redact any personal identifying information such as your account number, home address, and phone number. 
  • Include a list of attendees (both first and last names) make certain to include yourself!

6) Sign and ‘Finish’ the form.

7) The form will be forwarded to your journal’s financial officer, ME or EIC for review and internal approval.

8) The form is then forwarded to the Journal Administrator for processing.  She will be in touch with you should additional information be required.

Any questions?  Contact the Journal Administrator at Journals@law.berkeley.edu 

Ordering food for meetings- DIRECT PAY VENDOR

Have the University's Shared Services  pay the vendor for your food order directly by following the instructions below-  You will need to submit your order information a minimum of 24 hour in advance- earlier if you're able!

  • Call your vendor of choice and place your order directly, advising them that the University will call them to guarantee payment.  You will either need to have the vendor forward you an estimate to submit, or have them provide you with an order reference, so the person calling in can identify the order.
  • Complete an Entertainment Certification Form (ECF), sign off as host, and attach a tentative guest list or list of invited people (Check out the SAMPLE- ECF for Payment to Vendor to assist you in filling out this form correctly!)
  • Send the ECF, vendor estimate (if obtained), and guest list to Journals@law.berkeley.edu following the instructions below:

         SUBJECT:   your journal name, and the date of your event   (for easy quick- reference)

  1. Your name and contact phone number
  2. Journal name
  3. Meeting date, time, and location (for delivery)
  4. Tentative guest list
  5. Vendor name and phone number
  6. Tip amount 
  • The Journal Administrator will review and sign the ECF and submit it to campus for processing.
  • Immediately after the event has taken place, you must scan the itemized receipt from the vendor and email it, along with a final guest list by replying to the original email.