TRAVEL REIMBURSEMENT- TIPS AND REMINDERS

  • Please submit completed Travel Reimbursement form(s) and receipt(s) to Fund Manager for approval.
  • Per UC policy (BFB-G-28, revised April 2015), expenses must be submitted to the Travel Accounting office within 45 days after completion of the trip/event. The amount of the travel or event expenses may be imputed as income to the employee on the employee’s W-2 unless there is a reasonable justification for the late submission. In all cases, if the submission is made more than 6 months after the end of the trip or event, income will be imputed on the employee’s W-2.
  • An original itemized receipt showing form of payment is required for all reimbursements. A redacted credit card statement is also required when the receipt does not show your full name and last four digits of credit card used (i.e. Joe Bruin- VISA, AMEX, MC xxxxx-xxx-xxx1234). Block out any expense not related to reimbursement.
  • Bundled Packages from Expedia, Travelocity, etc., are not allowed. UCLA will not reimburse for deals that incorporate hotel, car rental or any other services.
  • When renting a car for a business trip, please purchase the most economical car. UCLA will not reimburse for additional insurance, upgrades or navigation devices.
  • The meals incidental expenses allowance is $74 per day for domestic travel. This is not to be treated as a per diem. Please include all meal receipts with your reimbursement as you will be reimbursed for actual meal expenses only.
  • The daily meals & incidental expenses allowance and lodging per diem vary for international travel. Please see federal per diem rates link:
  • Please submit a mileage claim when using a personal vehicle for University business (54 cents/mile). The costs of fuel and wear-and-tear on the vehicle are incorporated into the mileage rate. Please verifyyour mileage by including a map of your trip using a platform such as google maps.
  • Reimbursement of meal expenses for single-day travel (travel of less than 24 hours) will not be reimbursed unless there is an overnight stay verified by a lodging receipt.
  • Do not pay for someone else’s travel expenses (i.e. hotel, food, registration, and airfare). UCLA can assist you with prepayment of certain expenses. Please contact Purchasing Coordinator for more details.
  • All original itemized receipts should be taped to an 8.5 x 11 sheet of paper.

ENTERTAINMENT REIMBURSEMENT

  1. For entertainment meals while traveling or for regular requests please provide the following:
  1. Business justification for event
  2. Guest list: Names, Titles and affiliations to UCLA
  3. Note the per person cost: Breakfast: $27, Lunch: $47, Dinner: $81, Light Refreshments: $19
  4. Note any personal expenses
  5. Alcohol and/or tobacco purchases are NOTallowed on State or Federal funds
  6. Itemized receipt

BEFORE YOUR TRIP

  • The UCLA Travel Center can pay your airfare in advance via the PTA (Pre-Trip Authorization) program. Please call the Travel Center at (310) 206-2639 or (800) 235-UCLA (8252), press “2” for Domestic Flights and “3” for International flights. Email itinerary to Purchasing Coordinator to create a PTA number.
  • Note that PTAs must be received by 3pm for tickets to be issued the same day.
  • Travel Services can pay for a conference registration in advance if request is submitted at least a month before the due date. Submit registration and requisition forms to Purchasing Coordinator and UCLA will send a check directly to the conference sponsor.
  • Accounts Payable can pay for membership dues in advance if request is submitted at least a month before the due date.

PURCHASING GOODS AND SERVICES- TIPS AND REMINDER

  1. It is advised that you do not purchase items on your own unless that particular item cannot be obtained from any of UCLA’s approved vendors or if the vendor will not accept purchase orders. If you would like to add a vendor to the system please request that they fill out the form below:

The vendor will be added within 3-5 days.

  1. If you will be purchasing something from ASUCLA (Health and Sciences, Computer store) request a PO from the Purchasing Coordinator. Remember to turn in the receipt afterwards.
  1. A $1,000 limit has been established for reimbursements of purchases other than travel, entertainment, conference registration, tuition, reimbursement, professional memberships and maintaining professional credentials. Please contact Purchasing Coordinator before purchasing any item to verify that it cannot be obtained from a UCLA approved vendor.
  1. For reimbursements submit a receipt, proof of payment and indicate a business justification for each item. Some credit card receipts are insufficient and occasionally Accounts Payable will also request a credit card statement. Most bank and credit card statements are now available on line and can be printed out as soon as the expense has cleared.
  1. If you made a purchase using a check, the University also requires a copy of both sides of the canceled check, or a copy of the front of the check and your bank statement.
  1. Third party reimbursements are not permitted.

AS AN FYI

  • For Office Supplies, UCLA uses Office Max.

You can view our UCLA prices at the following website:

Username: UCBROWSE

Password: BROWSE4

  • For Computer Supplies our preferred vendor is KST DATA

You can view the UCLA prices at the following website:

  • UCLA Vendor Agreement List
  • For any other questions or concerns regarding UCLA approved vendors please contact Purchasing Coordinator.

PLEASE VISIT THE UCLA TRAVEL SERVICES WEBSITE FOR MORE INFORMATION