Seminars and Event Process Information for Hosts and Speakers

The department hosts approximately 15 seminars each semester, inviting speakers from across campus and throughout the world to come share research and meet our faculty and students. View Seminar Calendar Here

This site contains all that is needed for the business of seminars - inviting speakers, processing reimbursements,  visit appointments.

All events are ADA accessible. For disability accommodation requests and information, please contact Disability Access Services by phone at 510.643.6456 (voice) or 510.642.6376 (TTY) or by email at accessibility@berkeley.edu)

For a PMB seminar schedule please visit our main website, pmb.berkeley.edu/seminars

  • Appointments Make an appointment with a speaker or view his or her appointment schedule
  • Hosts Seminar host and support staff responsibilities 

Copy Machines

The Department has recently installed new copy machines.

Existing copy codes should work on these machines, and scanner email preset button settings have also been transferred. 

If you were able to print to the copy machines before, you should still be able to do it using the current print drivers installed on your computer.  However, the new drivers will need to be installed at some point.  To get the new drivers installed, put in a ticket to Campus Shared Services IT via this link:  CSS IT Ticket  (you will need to calnet authenticate).

 - If you encounter problems with the new machines, please report them to CNR Facilities - cnrfa_mgmt@berkeley.edu and cc the front desk at pmbdesk@berkeley.edu.

- If a machine needs more paper or ink refills, please contact the front desk at pmbdesk@berkeley.edu or X2-9999.

- To log out of a copy machine please press "Reset" & "C clear" buttons simultaneously

To contact CNR Facilities (Jonathan Rennella) please call 510.664.4881 or email rennella@berkeley.edu. Please cc the PMB Front Desk on all emails so we're in the loop.

Reimbursements


T&E policy on reimbursement requests - 45-day submission deadline
There is a UC system policy that requires both travel and entertainment reimbursement requests to be submitted no later than 45 days after the completion of travel or, for entertainment, the date of the expense, as specified by the IRS in Publication 463 to ensure we maintain our Accountable Plan status. For the past two years, the reimbursement system has been sending courtesy notifications to employees and their approvers, to remind them of this policy whenever a reimbursement was submitted outside of the 45-day window, so at this point, awareness of this policy should be widespread. For travel with a return date of July 1, 2021 or later, or for an entertainment event with an end date of July 1, 2021 or later, we will begin strictly enforcing this policy and any exceptions will be treated as taxable income, which would result in the employee's being subject to withholding on those reimbursements.
 
 

Students, faculty and staff all use the Direct Enter Process for reimbursements. Learn more at the regional services website about the form, then read on here for departmental guidelines.

Reports must be signed by the PMB department manager before uploading.

FACULTY PROCESS

T&E Reimbursement Process for Faculty

***PLEASE NOTE: New request for more detailed attendee list.***

Detailed Attendee List Required
- Each attendee should have his/her title and affiliation annotated
- The list should be in alphabetical order by last name
- The list should be numbered 
Also, if you host an open-event, please provide a sign-in sheet, so folks can add this information when they arrive. 

Faculty may take up to six people to dinner including the host and the Seminar Speaker.
The maximum allowed amount for each dinner guest is $81 per person, including tax and tip. If you go over that amount you can choose to simply be reimbursed up to the limit or request an exception to the University's meal reimbursement policy.
Alcohol can be reimbursed.
An itemized receipt is required. Please ask if the restaurant does not automatically provide it.

*We cannot reimburse for spouses or family members without an exception, which must be approved by the PMB Chair and the CNR Dean. If employees wish to bring family members please ask for a separate receipt and pay separately for the family members. If the family member's attendance is for a legitimate university purpose, we can request an exception to the allowable entertainment expenses policy.

T&E Reimbursement Process for Students

Please see below for the specific process to get reimbursed:

Reimbursement for taking Seminar Speaker to lunch or dinner.
Reimbursement for Grad Student Weekend - mileage, meals or supplies.
Reimbursement for a lab or the department.

1. Seminar Speaker Lunch or Dinner Reimbursement

Please note:

- Each attendee should have his/her title and affiliation annotated
- The list should be in alphabetical order by last name
- The list should be numbered 
- If you host an open-event, please provide a sign-in sheet, so folks can add this information when they arrive. 

An itemized receipt is required for reimbursement.  Some restaurants do not automatically provide this, but they usually can provide one if you ask for it.
Proof of payment is required.  The university requires this to ensure that we are reimbursing the person who actually paid for the meal.  Additionally, if your tip is hand-written in on the receipt, you will still need to provide proof of payment to confirm the total paid (bank statement).  If your receipt has all expenses (including tip), your name, and the last four digits of your credit card printed on it, that counts for proof of payment.  Otherwise, a copy of this transaction from your credit card website will also work (please make sure your home address and all but the last 4 digits of your credit card number are blacked out).  
The lunch reimbursement limit is currently $45 per person, including tax and tip.  This is usually not a problem for the speaker lunches, but please do keep this limit in mind.  
We cannot reimburse for spouses or family members of students/staff/faculty (including those who work at UCB) without an exception.  It is easiest just to keep the guest list limited to people specifically affiliated with PMB, but if you have a special circumstance, please let me know and we can talk about how to handle it.

For exceptions and additional questions please contact PMB Front Desk at pmbdesk@berkeley.edu
(link sends e-mail)

2. Reimbursement for Grad Student Weekend

For entertainment reimbursements, the process is the same as "1. Seminar Speaker Lunch or Dinner Reimbursement" above.
Please make sure to submit a detailed attendee list, numbered and in alphabetical order - as host be sure to include your own name 
Attach a separate list if more than 10 guests unless impractical due to open nature of the event.
For travel reimbursements, such as mileage or gas, please see Direct Entry for Travel Reimbursements.

3. Reimbursement for a Lab or the Department

Spending for a lab or the department should be approved either by the PI or PMB Department Manager.
Please keep all receipts for processing.

Questions?

Please contact PMB Front Desk, at pmbdesk@berkeley.edu(link sends e-mail)(link sends e-mail), 510.642.9999.