Cash Reimbursements

All purchases should be processed using a purchase order issued via the UCSB Gateway System.

In compliance with UC Policy BFB-BUS-43 Purchases of Goods and Services; Supply Chain Management, UCSB strongly discourages reimbursement of purchases made outside of the Gateway system.  Specifically, BFB-BUS-43, Section H states, "An individual who has not been delegated purchasing authority who makes an unauthorized purchase of goods or services shall be responsible for payment of the charges incurred."  As a result, reimbursements for expenditures (purchases of goods and services) made outside of the Gateway System are processed on an exceptional basis.

Typically, you will not be reimbursed for expenditures not pre-authorized by the CNSI Financial Manager or Assistant Director. Exceptions to this policy may be granted if you have extenuating circumstances such as a research emergency that requires you to purchase items for a repair outside normal business hours.

Please contact the CNSI Purchasing Coordinator ( to discuss your situation. The Purchasing Coordinator will request exceptional approval as appropriate. If a reimbursement request is approved, you will be sent the cash reimbursement form at the time of the approval.  A completed cash reimbursement form accompanied with original receipts must be sent to the Purchasing Coordinator for processing. 

Please Note: No office/administrative supplies are allowed on research contracts or grants plus all purchases or recharges over $500 must be approved by the principal investigator or other personnel with delegated authority on your research project.