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 items.
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.