Orders & Reimbursements
Need to order supplies and equipment for your lab? Want to receive reimbursement for a recent business trip? This section addresses payments for goods and services to vendors as well as guidance on University payment and reimbursement procedures.
Orders and Reimbursements
All orders and reimbursements are processed by the Business Office.
Orders
For all orders, please fill out and turn in the PAC Order Form with the following:
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Please fill out all sections of the form
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Verify that FAU (account number) is accurate
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Signature (digital or handwritten) must be included on the form
Tip: When orders are above $5,000 a Sole Source Request form must be filled out and turned in to Tania Williams.
Important! - Purchase of Postage for Business Use: Postage at the University is highly regulated and governed by UC policy. UCLA Mail, Document and Distribution Services (MDDS) is the central mail unit for the campus. In order to remain in compliance with UC policy, postage must be purchased through MDDS to be used for University business. Personal purchase of postage is not allowed.
Reimbursements
Use of employee’s personal funds and reimbursements for procurement of goods or services is discouraged. Please note, not all purchase of items are reimbursable. Before incurring a personal expense, please consult with either Tania Williams or your fund manager to verify whether you may be reimbursed for the item/s.
With the release of LVO policy 741, a $500 limit has been established for reimbursements for purchases other than travel, entertainment, conference registrations, and tuition reimbursement.
Before using a personal credit card, consider the following....
Many Ways to Buy
Departments may purchase good and services using various approved methods, including:
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Low-Value Orders (LVO’s)
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Procurement Cards (P-Cards)
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BruinBuy electronic catalog purchases
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Purchase Orders
Vendors
UCLA has vendor agreements in place for the purchase of goods and services. When ordering, please consider UCLA preferred vendors first.
If the vendor listed on the PAC form is not in the UCLA system, please have the vendor complete the UCLA Substitute W-9 form. Once the form is complete, please turn it in to Tania Williams.
Tip: Once orders are filled out, they can be placed in our “orders & reimbursements” tray located at the front of our office. Don’t forget to time-stamp your orders!
Business Travel & Entertainment
Reimbursements for Business Travel and entertainment expenses are also handled in the Business Office.
Tip: Travel reimbursement forms can be placed in the "travel & entertainment reimbursements" tray located at the entrance of our office. Don't forget to time-stamp your orders!
For travel reimbursement forms & entertainment reimbursement forms, please turn in with the following:
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Please fill out all sections of the form applicable to your trip/business function
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Verify that FAU (account number) is accurate
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Signature (digital or handwritten) must be included on the form
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Receipts must be attached
General Travel Information
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Traveleres are required to use the most economical mode of transportation.
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UCLA has negotiated preferred rates with various airlines and international carriers. Rates are extended only to UCLA business traveleres and must be booked through the UCLA Travel center via phone, reservation request form, or email: UCLA Travel Center (310) 206-2639, travel@finance.ucla.edu.
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If you would like to use your contract or grant funding to pay for your travel, please specify that with the travel agent at time of booking. The travel agent will forward the itinerary to your assigned fund manager and a PTA (Pre-Trip Authorization) will be created for the airfare.
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Claims must be submitted within 21 days after the end of a trip.
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Privately-owend vehicles are allowed to be used for official university business. Traveleres may claim mileage for travel actually incurred, either enroute to and from the travel destination or to and from a common carrier terminal (this does not include mileage between home and the University).
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The standard reimbursement rate per mile is $0.55 in conformance with the IRS.
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Domestic meals and incidental expenses are reimbursed on an actual basis, subject to a limit for each full day on travel status - $64 per day. Meals and incidental expenses for travel less than 24 hours cannot be claimed.
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The meal and incidental expense cap is not to be treated as a per diem. Receipts shall be required if traveler routinely claims max rate. No exceptions shall be made to the M&IE cap.
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Domestic lodging expenses are reimbursed on the amount actually incurred. Please include an orignal itemized hotel receipt, not just the credit card receipt.
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Domestic lodging is not reimbursable if the lodging site is within a 50-mile radius of the traveler's residence or office.
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Foreign travel shall be reimbursed in accordance with the Federal Maximum Travel Per Diem Allowances for Foreign Areas published by the Department of State. Per Diem rates can be obtained by visisting the Travel Services website listed in the "related links" section below.
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Registration fees for conferences, conventions, meetings of professional or learned societies, or community organizations are processed through the UCLA Travel Center.
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Expenses for official entertainment may be defrayed from various University fund sources such as State Funds, Contract and Grant funds and Non-State Funds.
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Alcoholic beverages or tobacco purchases may not be charged to State Funds, or Federal Funds (Contracts or Grants).
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The maximum rates for entertainment expenses per person are: Breakfast $26, Lunch $38, Dinner $64, Light Refreshments $17.
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Documentation requirements for entertainment expenses include : list of attendees, relationship of the attendees to the University and purpose or the nature of the event.
Receipts are required for the following:
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All airline expenses
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All lodging expenses incurred for domestic travel (itemized charges)
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All rental car expenses (itemizes charges)
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Entertainment expenses (itemized charges)
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Local transportation costing $75 or more
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Misc. expenses of $75 or more
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Gifts provided to a host costing $25 or more
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Registration fees (an agenda, or other supporting documentation must to submitted with registration fees)
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Any reimbursement item not specified above costing $75 or more.
Missing Original Receipts
When original receipts are required but cannot be obtained or have been lost and all measures to obtain duplicate have been exhausted, a statemente should be provided explainin why such receipts are not being submitted with the expense report. The statemen must include a certification that the amount shown is the amount actually paid and the traveler has not and will seek reimbursement from any other source.
Consultants
Who can be paid as a consultant? Non-University person or organization for a specific service provided.
Purchasing requires the following documents:
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Contract Preshire Worksheet - to be completed by the department
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Sole Source Request Form – if the work exceeds $5,000
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Insurance waiver (if required for the vendor)
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Scope of Work
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CV/Resume – only if an individual (not a company or organization)
Consultants typically invoice after work has been completed, which can be monthly, quarterly, or annually depending on the terms between the consultant and faculty. The invoice must contain the following information:
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It must state “Invoice”
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Date of invoice, as well as dates of service for payment requested
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Name and address of consultant
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PO number
If an invoice is submitted by an individual or company who was not initially set-up as an official consultant, an “After-the-fact Justification” form must be filled out and turned in to Purchasing along with the above forms. The Chancellor must sign the form before it is forwarded to Purchasing. In addition, a separate internal form will need to be filled out in Psychology.
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For International consultants who complete work in the US: In addition to the steps above, the consultant must also complete the Glacier process online
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For International consultants who complete work outside the US, no additional steps are necessary.
Petty Cash
In an effort to remain compliant with Petty Cash Policy and UC BUS-49, Policy for Cash Handling and Cash Equivalents, below are a few friendly reminders pertaining to the use and handling of petty cash funds:
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Expenses paid from a petty cash fund (a.ka. PCF) can only be made for the purpose for which fund was authorized and must be supported by receipts. The total receipts – or cash paid - plus the cash on hand must equal the specified amount of the petty cash fund at all times.
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When not in use, the fund’s currency must be placed in a safe or a locked receptacle, which is kept in a properly secured area. Storing of cash is based on the following cash limits:
Up to $1,000 in a lockable receptacle
From $1,001 to $2,500 in a safe
From $2,501 to $25,000 in a steel-door safe, with a door thickness of not less than 1 inch and wall thickness of not less than ½ inch.
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When custody of a petty cash fund is transferred to another custodian, the existing fund must be closed and cash must be returned to the Business Office. The new custodian will need to fill out a Petty Cash Establishment request form in order to receive a new assigned PCF number and check.
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Petty cash accounts must be replenished at least once a month to avoid closure of fund. Please use the Petty Cash Replenishment form for this purpose. If the nature of the study does not facilitate replenishment of PCF funds, the fund should be closed and subjects should be paid using a different method (i.e. check payments or gift cards).
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When bringing deposits to the Business Office, cash must be physically handed to a fund manager or the office manager. Please do not leave cash on desks, inboxes, mailslots, etc. Cash must be counted in dual custody – fund manager and PCF custodian – to ensure correct amount is being provided.
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When custody of a In the event of a theft, the loss must be reported to the campus police immediately, at ext. 51491.
New to the Psychology Department? Want a brief overview of the travel, ordering and reimbursement protocols? If so, please contact Tania Williams to schedule a meeting, taniaw@psych.ucla.edu.
