Travel, Entertainment & T&E Cards

Business Travel & Entertainment

Reimbursements for Business Travel and entertainment expenses are also handled in the Business Office.  

Travel Reimbursements should also be submtited to psych-orders@psych.ucla.edu

For Travel Reimbursement Form and Entertainment Reimbursement, please turn in with the following:

  • Please fill out all sections of the form applicable to your trip/business function
  • Verify that FAU (account number) is accurate
  • Signature (digital or handwritten) must be included on the form
  • Receipts must be attached

General Travel Information

  • Travelers are required to use the most economical mode of transportation. 
  • UCLA has negotiated preferred rates with various airlines and international carriers.  Rates are extended only to UCLA business travelers 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
  • 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.
  • Claims must be submitted to the Business Office as soon as possible but no more than 30 days after the end of a trip. If claims are submitted after 30 days then a business justification memo must be submitted explaining the late submission.
  • Reimbursements submitted after 6 months also need a business justification memo and will be reported to payroll and imputed as employee income.
  • Privately-owned vehicles are allowed to be used for official university business.   Travelers may claim mileage for travel actually incurred, either en route to and from the travel destination or to and from a common carrier terminal (this does not include mileage between home and the University).
  • The standard reimbursement rate per mile is $0.54 in conformance with the IRS.
  • Domestic meals and incidental expenses are reimbursed on an actual basis, subject to a limit for each full day on travel status. Meal reimbursements are unallowed for less than a 24 hour overnight stay travel period. The daily maximum meal reimbursement limit is $62 per day.
  • 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.
  • Domestic lodging expenses are reimbursed on the amount actually incurred. Please include an original itemized hotel receipt, not just the credit card receipt.
  • Domestic lodging is not reimbursable if the lodging site is within a 50-mile radius of the traveler's residence or office.
  • 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 visiting the Travel Services website listed in the "related links" section below.
  • Registration fees for conferences, conventions, meetings of professional or learned societies, or community organizations are processed through the UCLA Travel Center. Such fees are only  reimbursable post-conference/convention/meetings and can be pre-paid. 
  • Expenses for official entertainment may be defrayed from various University fund sources such as State Funds, Contract and Grant funds and Non-State Funds. 
  • Alcoholic beverages or tobacco purchases may not be charged to State Funds, or Federal Funds (Contracts or Grants).
  • The maximum rates for entertainment expenses per person are: Breakfast $27, Lunch $47, Dinner $81, Light Refreshments $19
  • Documentation requirements for entertainment expenses include : list of attendees, relationship of the attendees to the University and purpose or the nature of the event.

 

Food orders, please fill out Food order form and submit 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 as a carbon copy
  • A guest list with full name and UCLA affiliation