CDOP Reimbursement Guidelines
June 9, 2005 -- CDOP Application Period Closed
As we explained in our
May 26 message, the UC-wide funding that has supported
the Career Development Opportunity Program (CDOP) for the past three
years is ending, effective June 30. In that message, staff were invited
to continue submitting applications to the program, to be reviewed
on a first come, first served basis until the current funding pool
was expended.
Because so many of you have demonstrated your desire for career development
by submitting applications to CDOP, the available funding has been
exhausted even sooner than the June 30 deadline that was announced
in the earlier message.
Therefore, the program is unable to accept or approve any new applications,
effective immediately. If you have submitted an application to the
CDOP office but you have not received a message indicating CDOP approval,
your application unfortunately cannot be approved.
Although the campus is pursuing new options for funding for staff
development, at this date we cannot be certain what such future programs
will be. The loss of the CDOP program is disappointing for the many
employees and supervisors who have benefited from this opportunity,
and we want to emphasize again that the campus leadership and Human Resources are committed to the goal of staff development.
ALL REIMBURSABLE RECEIPTS MUST BE SUBMITTED WITHIN TWO MONTHS OF THE COMPLETION OF YOUR COURSE OR PROGRAM. RECEIPTS SUBMITTED AFTER THAT TIME WILL NOT BE PROCESSED FOR REIMBURSEMENT. PLEASE ALLOW FOUR WEEKS TO RECEIVE YOUR REIMBURSEMENT.
Electronic Funds Transfer
The fastest way to receive your reimbursement is to have Electronic
Funds Transfer (EFT) set up through the Disbursements Office (not
Payroll). That way your funds will be deposited directly into your
account. If not, you'll receive a paper check. Please allow 15 working
days to receive your reimbursement.
To set up EFT, follow the instructions and complete the form found on the Business Services Forms Warehouse website (http://fbs.berkeley.edu/forms/).
NOTE: It is the responsibility of the applicant to make certain that Disbursements has the correct mailing address. Changes or corrections must be made directly with Disbursements.
Reimbursement for Fees, Books, and Materials
To receive your reimbursement for approved CDOP fees, books, and materials in the shortest possible time frame, please follow these steps.
- Tape either ORIGINAL receipts -- along all four sides of the receipts
-- AND/OR a copy of your bank statement AND/OR your credit card
statement containing reference to the transaction onto plain sheet(s)
of 8-1/2" x 11" paper. Please black out all numbers of
your credit card number, except for the last 4 digits. Use
only one (1) side of the paper. DO NOT tape receipts to both sides
of the paper OR staple receipts to the paper (it has to be scanned)
OR overlap receipts OR allow them to hang over the edge of the page.
Please note: You must provide CDOP staff with all requested documentation in order for your request to be processed. Failure or refusal to provide CDOP with this information may result in further delay in processing your request. Reimbursement requests for course fees must also be accompanied by a copy of your enrollment or registration form AND a copy of the documented course description – in addition to the aforementioned bank or credit card statement indicating your paid registration fee. - Staple your copy of the course approval e-mail you previously received from CDOP (this e-mail includes your CDOP online application number, which refers to the course of study to which your reimbursement request is connected) to the page(s) containing the original receipts or other required proof of payment and send to the CDOP Program Office at 207 University Hall, MC 3540, Berkeley, CA 94720-3540, via campus mail. Your request will be processed within six (6) weeks.
Travel Reimbursement
Travel and Entertainment continues to require the submission of an
online travel voucher. Please go to their website at http://travel.berkeley.edu
http://travel.berkeley.edu to
access the online voucher, for information about the process of submitting
a travel voucher, and for Travel and Entertainment policies and guidelines.
Travel and Entertainment has furnished departmental preparers and
reviewers with information regarding CDOP’s chart string number,
as well as regarding the manner in which travel vouchers are to be
completed and submitted. Please remember to tape your receipts
to plain sheets of 8 ½ x 11 inch paper, as described above,
as all improperly prepared requests will be returned to the client
for correction.
Once the preparer/reviewer has prepared and reviewed the travel voucher, he or she must submit it online, and send a copy of the submitted travel voucher and supporting receipts to CDOP for review and approval. Once approved and signed, CDOP will forward the voucher and receipts to Travel and Entertainment for payment. DO NOT SEND THE HARD COPY OF THE TRAVEL VOUCHER AND RECEIPTS TO TRAVEL AND ENTERTAINMENT. YOU MUST FIRST SEND THEM TO CDOP FOR APPROVAL. FAILURE TO DO SO WILL RESULT IN DELAYS.
NOTE: CDOP does not cover the cost of local travel for any course of study offered that is less than 50 miles between the client's point of departure and the location of the training.