Student Journals: Purchasing + Reimbursement: Overview

Once you've confirmed that there is a clear business purpose to your expenditure, it is allowable by UC and Law School policy, and you have funds available to cover the cost, you are ready to submit your order. 

• Each journal will have a designated member (typically EIC or ME) to internally review and authorize the expenditure on behalf of the journal. 

• The Journal Administrator serves as the final authorization for all journal purchases on behalf of the Law School.

Reimbursements must be submitted within 30 days of the event,
or will be considered taxable income!

If you'd like to order or get reimbursed for out-of-pocket expenditures for food or snacks, you'll find information here:  Journal Reference Site > Business | Finance >  Food Purchasing + Reimbursement

If you would like to order or get reimbursed for any (non-food) goods, supplies, or services using your university-held funds, you'll find information here:   Journal Reference Site >  Business | Finance  >   Non-Food Purchasing + Reimbursement

Services require PRE-APPROVAL before you have someone begin doing work for you.   A purchase order (or payment guarantee) is required ahead of time, or you risk the possibility of your vendor not getting paid.

Some typical services journals utilize include (but are not limited to):  website development, poster design, t-shirt printing, transcription, photographers

There are a number of forms potential vendors must fill out, and must also have proof or insurance in order to be paid by the University.  You must check in with the Journal Administrator BEFORE you plan on having any services provided for your journal if you want your vendor to be paid, or you may be responsible for paying out of pocket.

Start off by obtaining a price quotation from your preferred vendor for the services you'd like, and submiting it to Journals@law.berkeley.edu

Many journals like to purchase swag or other journal merch for their members.   This can include shirts, mugs, sweatshirts, etc.  These types of purchase MUST be paid for directly by the Journal Administrator;   they cannot be purchased by you out of pocket and then reimbursed.

Swag may only be purchased from approved UC Berkeley licensed vendors (i.e., Berkeley Law/Student journal-branded apparel or items). Journals must set up payment using a purchase order by requesting the order through the Journal Administrator with a licensed vendor.  In addition to the order information, we will require that you provide a list of all students receiving the gift.

MAXIMUM AMOUNTS:  Please also be aware that there is a $75 per student, per semester, per student organization cap on swag and a $300 total per semester cap on the total monetary value of gifts that a student may receive.

University approved list of vendors for merch and swag orders

• 4 Imprint                                        877-446-7746

• Albreco/Fog City Marketing Inc.        513-753-2727

• Alliance Graphics                             510-548-0543

• BLM                                                909-920-1258

• BYOG*                                            925-829 -3950

• Corporate Couture                           925-831-3141

• Custom Ink                                     800-293-4232

• Element 3 Marketing                        415-322-5805

• Gorilla Marketing                             951-353-1647

• ID ME*                                           818-774-9500

• Jag Forms                                       503-656-6066

• Tugboat                                          707-252-3536

OfficeMax is a contract supplier of office supplies to the University, meaning that we receive special pricing discounts.  Journals can take advantage of this discount, while at the same time having supplies paid directly using your university funds.

• Access the OfficeMax online catalog http://www.officemax.com/
• Copy and paste the detailed item information (item, brand, description, quantity, unit of measure) into an email and send to  Journals@law.berkeley.edu.
• Your electronic order will be placed by Maro Vidal-Manou using the University’s online purchasing system.
• Upon arrival, the supplies will be placed in the journal office, and the journal member placing the order will be notified by email.