Reimbursements

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 your fund manager to verify whether you may be reimbursed for the item/s. 

For Employee Reimbursements, please fill out the Reimbursement Form and email it to psych-orders@psych.ucla.edu with the following:

  • All sections of the form filled out entirely
  • Verify that FAU (account number) is accurate
  • Include the authorizing PI/Administrator signature on form or as a carbon copy on email (sent to Psych-Orders)
  • PDF copy of receipts
  • Proof of payment, if not reflected in the receipts that are submitted
  • Justification for going outside standard practice of having the good/service purchased by the department

For NON-Employee Reimbursements, please fill out the Reimbursement Form and provide in hard copy form to your fund manager with the following:  

  • All sections of the form filled out entirely
  • Verify that FAU (account number) is accurate
  • Signature (digital or handwritten) must be included on the form
  • Original receipts attached to an  8/12 x 11 sheet of paper
  • Proof of payment, if not reflected in the receipts that are submitted.

Note: Accounts payable requires that documents related to non-employee reimbursements be submitted in original, hard copy form.  Please note this distinction in order to avoide delays in processing.

With the release of LVO policy 741 Policy 741, a $1000 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....