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Purchasing

Bren has its own dedicated Purchasing Coordinator who should purchase or be consulted before purchasing anything for your class or department throughout the program year. This will save you valuable working time. We encourage you to place your orders through the finance department via purchasing@bren.ucsb.edu. Items for purchase would include all office supplies, print materials, books, electronics, furniture, supplies for business meetings, etc.

Policy

The Bren School has the ability to place orders in almost any manner, including online and over the phone, so most orders should be placed by the Bren School Finance Team. However, in some circumstances it may benefit the university to have an individual purchase items and subsequently receive reimbursement. Such occasions might include a discount for students that the university is not eligible to receive. Purchases made in this manner should be coordinated with the Bren School Finance Team. Likewise, because of its size and buying power, the university may be eligible for discounts, such as those available at FedEx Kinko’s, for which individuals do not qualify. Purchasers should consult with the Bren Financial Team at purchasing@bren.ucsb.edu or 805-893-4172 prior to making purchases to ensure discounts are being taken advantage of.

It is possible that purchases made without prior authorization from the Bren School Financial Team may not be reimbursed. Reimbursement requests for purchases that do not conform to UCSB policy will not be reimbursed and the purchaser will be personally responsible for the charges incurred.

UCSB Policy
Detailed information about UCSB Purchasing Policy and Procedures can be found here: UC Business and Financial Bulletin BUS-43 – Material Management

Insurance
University property is automatically covered by insurance against theft with set deductibles for forced and unforced entry. Additional insurance can be purchased if desired. Details on the UC insurance program are available here: ehs.ucsb.edu/riskmanagement/property-insurance

Purchasing Timeline

  • Purchaser (a.k.a. Faculty/Student/Staff) researches items to be purchased.
  • Purchaser submits a purchasing request to the Bren Finance Team by sending an email to purchasing@bren.ucsb.edu.
  • Bren Finance Team places the order with the appropriate vendor and sends an order confirmation email to the purchaser.
  • Once the order has been received, a notification e-mail is sent to the purchaser with instruction to pick up the ordered items.
  • The Bren Finance Team receives an invoice from the vendor and subsequently pays the vendor directly through the UCSB accounts payable system.

Submitting a Purchase Request

All purchasing must be processed through the Bren School Financial Office. This is done by emailing purchasing@bren.ucsb.edu. We request that you provide ample time for shipping and delivery so you are not spending additional funds on overnight shipments. The Purchasing Coordinator will need the following information for your order:

  • Which Project Code to charge, (i.e. ESD19)
  • The date needed (when a required delivery date is important)
  • A web link to the item(s) you wish to purchase
  • If there is not a link available online, please provide detailed information with vendor phone number and address, the quantity you require, part number, description, and pricing

Reimbursements

University policy allows for reimbursements for purchases made on behalf of UCSB. However, this should be used as a second option to submitting a purchase request as outlined above. To submit reimbursement requests, you will need to complete and submit to the Finance Team a reimbursement packet for either Miscellaneous or Entertainment purchases.

Miscellaneous Reimbursements

These reimbursements would be for anything not entertainment related (i.e. not food or expenses for a business meeting).

A completed packet must include:  

  • Bren MISC Reimbursement Form with the following information:
    • Purchaser’s name
    • Purchaser’s personal address
    • Which Project Code to charge, (i.e. ESD19)
    • Business-related reason for the purchase
  • All original itemized receipts
  • Proof of purchase (if purchaser name is not include on receipt) in the form of a redacted bank statement or redacted credit card showing the last four digits and the purchaser's name

Alternatively, you may fill out the reimbursement form through DocuSign by following this link: Bren MISC. Reimbursement Form.

Reimbursement checks will be mailed to the address provided or direct-deposited if direct deposit has previously been established.

Entertainment Reimbursements

These reimbursements would be for anything food-related, such as a business dinner, lunch meeting, or reception. UCSB has a very strict Entertainment Policy that may restrict or deny your reimbursement claim. That policy can be found here: UCSB Entertainment Policy

A completed packet must include:  

  • Bren ENT Reimbursement Form with the following information:
    • Purchaser’s name
    • Purchaser’s personal address
    • Which Project Code to charge, (i.e. ESD19)
    • Business-related reason for the purchase
  • All original itemized receipts
  • Proof of purchase (if purchaser name is not include on receipt) in the form of a redacted bank statement or redacted credit card showing the last four digits and the purchaser's name
  • List of attendees (names and affiliations)
  • Invitation, flyer, or agenda for the event

Alternatively, you may fill out the reimbursement form through DocuSign by following this link: Bren ENT Reimbursement Form.

Reimbursement checks will be mailed to the address provided or direct-deposited if direct deposit has previously been established.

Package Delivery 

Packages are delivered to Bren daily from various vendors. Packages are checked in daily to the Purchasing Coordinator located in Bren Hall Room 3524. The Coordinator will notify you once your package has been checked in and is available for pick-up. You will be able to pick up packages daily from 9am to 12pm and 1pm to 4pm. You must sign out your package with the coordinator. If you have a time sensitive package (for example, something that needs refrigeration right away) please email the purchasing@bren so that the Finance Team is alerted and can assist accordingly.