Please note the update outlined below applies only to Davis campus departments and School of Medicine/School of Nursing, not to UC Davis Health or UC Agriculture and Natural Resources. Health and ANR should continue with their current processes.

Unauthorized Purchases made using the UC Davis Travel Card or an employee’s personal funds are now processed solely in AggieExpense and do not require use of the Unauthorized Purchase Statement DocuSign form (unless over $10,000).

This change is designed to eliminate the duplicative administrative efforts of the fiscal officer acknowledging the Unauthorized Purchase on both the form and in AggieExpense. As a reminder, it is still a violation of university policy to make purchases without securing appropriate approvals first.

The Report Type of Professional Expense Reimbursements will still be used to process unauthorized expenses reconciled in AggieExpense. A Professional Expense is an out-of-pocket reimbursement to an employee that is non-travel or entertainment related. Two additional fields are now required as part of the report. One identifies whether the purchase was for software or an on-campus service, both of which are particularly high-risk unauthorized purchases, and the other asks if there is an expired agreement related to the purchase.  

The Unauthorized Purchase Statement is still required for any AggieExpense report over $10,000 and for all other unauthorized purchases where the university is paying the supplier, regardless of the amount of the purchase. 

Questions can be directed to expensehelp@ucdavis.edu or during Office Hours.