Purchasing, Travel & Reimbursements
Need to order supplies and equipment for your lab? Want to receive reimbursement for a recent business trip? Each section provided under the Purchasing, Travel & Reimbursements will addresses the options available to buy goods and services, how to receive reimbursement for business travel to providing guidance on University payment and reimbursement procedures.
Purchasing, Travel & Reimbursements Request Forms
All requests must have the proper form completed prior to submission. These forms include:
PAC Order Form (use for requesting general office supplies, lab supplies and requests for services)
Travel Reimbursement Form (use for reimbursements related to airfare, lodging, meals, etc. while on university business related travel)
Entertainment Reimbursement (use for reimbursement of business meeting/lab activity expenses that include the purchase of food)
Food order form (use to request purchase of food for business meeting/lab activity)
Reimbursement Form (use for general purchases that are not travel and/or entertainment. Use this method as a last resort as it is considered a method outside of compliance with UC Policies. Please talke to your fund manager before using personal funds to make any purchase).
Purchasing, Travel & Reimbursements Submission Protocol
**Please be advised that all Travel & Entertainment requests (with the exception of Business-Essential Activities) have been suspeneded at this time**
All purchasing, travel, and reimbursement requests are received, reviewed and processed by the Psychology Business Office.
All requests must be either hand delivered to the business office during office hours or submitted via email to firstname.lastname@example.org. The PI or Administrator responsible for the account being charged must sign the hard copy form or if submitting via email, the PI must be carbon copied on each email request. If the PI or Administrator do not approve of the request for orders submitted electronically, they must respond by the following business day in order to prevent the order from being placed.
All emailed requests should format the subject line as follows: Cost Center, Request Type, Payee/Requestor Name (first and last). Example: JB, Office Depot Request, Josephine Bruin. Following this format will help your fund manager track an order should there be any questions.
Guidelines for Shipping Items to your Home During the Pandemic
Individuals who are approved to work from home may ship pre-approved items to their residence. Campus Purchasing guidelines dictate that the individual’s address must be verified by the Psychology Business Office. Addresses that are not in UC-Path require additional information. Please submit a PAC Order form along with shipping information to the Psych Orders email address; all requests will be forwarded to Campus Purchasing for review and processing. Each request is considered on a case-by-case basis. Please contact the Business Office for more information regarding this or to have your address verified.
Guidelines for Purchasing Computers, Printers or Software
Purchase requests for computers, printers, software, and other computing-related items are subject to review by Psych IT. This review process is intended to ensure computing equipment is compatible with Psychology Department networks and services, complies with UCLA computing policy, and meets IT Security requirements.
Processing Timeframe for Submitting Requests
Fully completed requests will be processed within 72 hours from the received date (again, this only applies to requests that are fully completed and do not require additional information for processing). For requests that require misssing and/or additional information to be provided, please expect additional processing time of your request. Additionally, during high-volume periods of the unit, you will experience a delay in processing from our regular 72-hour time frame. We greatly appreciate your patience during these peak periods.