Admin Services

CE3 Admin Home

Learn more about our team and relevant updates.

Admin Services

Learn more about what we do.

CE3 Admin Archive

All archived materials

Contact Us: 

Diana Barajas - dianabarajas@berkeley.edu

Monica Ward - mgut95@berkeley.edu

Rogelio Acosta - rogelioacosta@berkeley.edu 

What We Do

Our team supports the Centers for Educational Equity and Excellence (CE3) and various Student Equity and Success (SES) programs in facilitating their business and operations requests. This page will help you navigate through the different requests we do and learn our internal process to complete your request in a timely and effective manner.

Event Planning and Programming 

Process and Timelines

When to Use?

Admin Required

Supplier/Vendors

  • To onboard new vendors 

Yes

Making One-Time Purchase Requests

  • When making one-time purchases OR invoice payment requests.

Yes

Purchasing Goods/Supplies

  • When placing large orders such as computers, promotional items, etc.

Yes

Purchase Orders for Independent Contractors

  • When doing business with an individual for services

Yes

Food/Entertainment

  • Paying for food orders/other entertainment expenses with an invoice

Yes

Amazon Business

  • Self-guided supplies orders

No

America 2 Go

  • Self-guided food orders

No

Classroom Reservations

  • Finding a space to host your event

No

Honoraria

  • The department must propose honoraria amounts that the recipient cannot negotiate or set.

  • Only individuals can receive honorariums (not organizations, UC Berkeley Affiliated Students, Staff, or Faculty)

Yes

After the Fact Purchases

  • For good received and services initiated without campus approval

Yes

HR and Onboarding New Staff

Process and Timelines  When to Use? Admin Required?
Position Number Management

  • Process for requesting updates to existing position numbers: (funding, supervisor, FTE, etc) and/or to request creation of a new Position Number

 Yes
Student Assistant Hiring

  • Outline of process to initiate student hires

 Yes
Building Access

  • Process for  requesting access to campus buildings via Cal1Card or physical keys

Yes
Graduate Student Researchers
  • Process for hiring grad student researchers
 No
Stipends

  • Process for providing stipend to staff members in a different department/division for performing an activity outside of regular work duties

 No

Awards and Recognition

Process and Timelines When to Use? Admin Required?
Student Awards
  • Stipends, Scholarships, Emergency Grants, etc. to students.
 Yes
Gift Cards
  • Appreciation, prize, or gift
 Yes

Travel Services

Process and Timelines When to Use? Admin Required?
Non-UC Staff Reimbursement 
  • Submit to admin after travel is completed.
  • Commonly used during yield season
 Yes
Booking Flights
  • Self-Guided booking
 No
Staff Reimbursements 
  • After travel, staff will submit their reimbursements 
  • May also submit Entertainment and Other reimbursements
 No
Vehicle Rental/ Fleet Services
  • Renting cars with depart. funds for official departmental business such as conferences, yield, ect.
 No

Office Management Services

Process When to Use? Admin Required?
Voice Operation, Products, and Services
  • Connecting landlines in offices, setting up voicemails, and other related telecom requests
 No
Moving Services 
  • Contracting facilities to help move large items
 No
Copy and Printing Services
  • UC Storefront is used for business cards, stationery, banners, posters, etc. 
 No
Disposal of Waste/Surplus
  • Waste or large item pick ups
 No
Mailing Services 
  • USPS mail is sorted and delivered based on class and delivery address 
 No
Cal Shredding 
  • Need to request a 32 or 65-gallon bin to shred documents 
 No

Timely Updates

Upon reviewing multiple cart across CE3, we noticed that many were missing formal approvals or clear justifications for expenses. Therefore, we’re introducing a new requirement for all BearBUY self-service carts (Amazon, America 2 Go, and Tango). This new step helps keep our approval documentation clear and consistent across our units.

What is Changing?

Staff must attach the appropriate admin form to every cart. Forms are linked below .

When you attach a form to a BearBUY cart, you DO NOT need to assign a cart, as approval is included in the admin form.

Reminders

Each approval must include a clear business purpose, funding source, and supervisor’s approval explaining how the expense supports university activities, including:

  • Event or workshop name
  • Goal or intended outcome
  • Connection to the program’s mission or operations
  • Who, What, Where, When, and Why of the expense