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
Please see below for what needs to be processed as a service:
BFB-BUS43(link is external) states:
Responsibility for Unauthorized Purchases: An individual who has not been delegated purchasing authority and who makes an unauthorized purchase of goods or services shall be responsible for payment of the charges incurred. The unauthorized individual may be required to pay either the full amount whenever the purchase is found to cover unneeded items or items whose purchase would not otherwise be authorized and the transaction cannot be canceled, or the amount of any cancellation charges incurred when cancellation can be arranged. The unauthorized individual may be required to pay the difference between the charges such individual incurred and those the University may reasonably have incurred if the purchase had been properly executed. The unauthorized individual may be required to reimburse the University for the unauthorized purchase of goods or services. Reimbursement or payment of unauthorized purchases requires policy exception by a location’s policy exception authority and/or designee(s).
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 (see list below) (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
