Background
Club Funds
Division Morale Funds
Timing & Reimbursements for Divisions and Clubs
Planning a Division Morale Building Event & Reimbursement
Background
According to Contract 31, Appendix A, funding may be provided to support a variety of EAA activities that enhance employee morale such as athletic, cultural, and family activities. EAA funds may include support for Berkeley Lab clubs as well.
Club Funds
1. Purpose
Clubs may use EAA funding as follows:
- Facility rental expenses; e.g., softball fields, bowling alley lane fees, golf green fees.
- EAA group supplies/small consumables; e.g., sheet music for the Music Club, balls for softball and tennis, etc.
- Consumable office supplies to support EAA club activities; e.g., paper for flyers, postage, and ticket stock.
- A one-time honorarium for non-employee guest speakers.
- Non-Berkeley Lab instructor fees.
- One-time special needs for the start-up of new activities or replacement of equipment purchased through EAA funds.
2. Sales Tax
Purchases made directly from the vendor by a Berkeley Lab employee are subject to sales and use tax. The tax amount will be charged against your EAA club allocation. For purchases made directly by Berkeley Lab, the resale certificate should be presented to avoid sales tax being charged at the time of purchase. Rentals are always subject to sales and use tax since the title does not pass to DOE/Berkeley Lab. For tax questions, contact Angela Sullivan AMSullivan@lbl.gov x6912.
3. Unallowable Items
There are many items on Procurement’s website that are Restricted (non-essential for Laboratory business) and, therefore, EAA funds cannot be used (see RestrictedItems.pdf). If you are not sure about a specific purchase, contact Procurement for assistance. Purchasing any items other than those listed in #1 above will require that you contact Procurement first for guidance.
Below are examples of items previously requested that are not allowable for purchase:
- Alcoholic beverages
- Individual items of personal equipment or clothing
- Items that may appear to be gifts (mugs/logo items/etc.)
- Gift certificates and gift cards
- Cash prizes
- External league, tournament, or corporate team fees
- Awards, plaques
- Individual personal memberships in any organization
- Food
- Not allowable for clubs unless it is used to demonstrate cultural/diversity activities. This will be reviewed on a case-by-case basis (contact EAA@lbl.gov).
Clubs will not be reimbursed for any unallowable items. Individuals who purchase unallowable items will be personally responsible for any costs incurred. If a club purchases any unallowable/restricted items, they may forfeit receiving EAA funding in the future.
4. Participation Eligibility
Although EAA club participants may include family members and guests, DOE funding through EAA may only be used to subsidize the activities of current Berkeley Lab employees and retirees.
Division Morale Funds
1. Purpose
Employee morale funds can be used for the following items at Division-wide events:
- Food, non-alcoholic drinks, paper plates, cups, napkins, and plastic silverware.
- It is also encouraged that at such Division-wide Employee Morale Events, the Division publicly recognizes their staff for their contributions throughout the year. For example, if your Division employees have earned service awards, the Division-wide Employee Morale Event is the perfect venue to present them.
2. Sales Tax
Purchases made directly from the vendor by a Berkeley Lab employee are subject to sales and use tax. The tax amount will be charged against your EAA allocation. For purchases made directly by Berkeley Lab procurement processes, the resale certificate should be presented to avoid sales tax being charged at the time of purchase. Rentals are always subject to sales and use tax since the title does not pass to DOE/Berkeley Lab. For tax questions, contact Angela Sullivan AMSullivan@lbl.gov x6912.
3. Unallowable Items
There are many items on Procurement’s website that are Restricted (non-essential for Laboratory business) and, therefore, EAA funds cannot be used (see RestrictedItems.pdf). If you are not sure about a specific purchase, contact Procurement for assistance. Purchasing any items other than those listed in #1 above will require that you contact Procurement first for guidance.
Divisions will not be reimbursed for any unallowable items. Individuals who purchase unallowable items will be personally responsible for any costs incurred. If a division purchases unallowable/restricted items, it may impact the distribution of current and future EAA funding allocations.
The following is a list of commonly requested items that are not allowable:
- Coffee pots, espresso machines, BBQs, alcoholic beverages, any personal property, or luxury items that do not qualify as a business necessity such as gift certificates and gift cards, cash prizes, memberships, equipment, and musical bands.
Timing & Reimbursements for Divisions and Clubs
IMPORTANT: All events must occur no later than August 29, 2025. Please submit your expense reimbursement requests by September 5, 2025. Any late payment requests will be covered by FY26 EAA funds.
Your division and club allocation should cover all reimbursement requests during the current fiscal year. All expenses must remain within the allocated budget. Divisions and clubs are expected to keep track of their own expenses. To avoid additional year-end accruals, complete a payment request and list Aniko Rastovac as the SAS approver no later than the published deadline. For a list of key deadlines, click here.
Planning a Division Morale Building Event & Reimbursement
Key steps of holding an EAA division morale event and its reimbursement process:
- PRIOR TO THE EVENT: Submit an EAA morale event request to the Event Request System (ERS). Detailed, step-by-step instructions on how to submit the Event into the Conference Services Database (ERS) are available here. The Meal Eligibility Request Form and the list of attendees are not needed for such a request. Instead, please submit the following:
- A flyer or email invitation that was sent out Division-wide to all its employees; and
- A brief justification for the event.
- For auditing purposes, please be sure you attach the proper documents when submitting an EAA morale building event.
- AFTER THE EVENT: Complete the payment authorization – Select “event” and include your event id from Conference Services. Each submitted request for reimbursement must include
- Division/club name and details of your division-wide event(s)/purchase(s) in the Payment Explanation section.
- Division/Club Project ID (PID) – if you are using more than one PID for an activity, list each cost on the payment request by the project.
- Use Resource Category 60000 (Miscellaneous Procurement).
- Select Aniko Rastovac as the SAS approver.
- Scanned copies of clear receipts associated with the event only. Keep your original receipts on file for your records.
Note: If an event ID is not associated with an EAA payment request, it will be denied by A/P.
Resources for completing Payment Request through A/P:
- FMS Payment Request Training pdf; and
- Reimbursements: The Payment Request Center – select To Get Reimbursed, Create a Payment Request.
Background
Club Funds
Division Morale Funds
Timing & Reimbursements for Divisions and Clubs
Planning a Division Morale Building Event & Reimbursement
