Procedures Home

Procedure for Travel Reimburesement

• Complete a Travel Reimbursement Form, which can be obtained from the Office of Accounting and Budget with Laura Metz or Joana Valenzuela. Include the following information:

  • The purpose of the trip (if attending a conference do not use acronyms for the conference name)

  • The account to be charged

  • Expenses incurred with dates and amounts

  • Signature authorizing payment from account.

  • Include an e-mail or a phone number where you can be reached for follow ups or questions regarding your expenses.

• Submit all original receipts for airfare, lodging (lodging receipts MUST be itemized), registration fees, etc. Some expenses do not require receipts but are recommended such as meals (not to exceed $64 per day) and taxis (not to exceed $75 if no receipt is provided).

• An expense report will be created on Travel Express and once it is complete and has been submitted by the proxy the traveler will receive an e-mail from UCLA Travel requesting review and approval of the expense report.

• If any adjustments need to be made to the expense report, the traveler can reject the expense report and include a note for their reason of rejection.

• The proxy then has to correct the expense report and re-submit. Once the traveler approves the expense report it is then sent to a departmental reviewer in the Office of Accounting and Budget (Laura Metz) for their review and approval.

• Once approved by, UCLA Travel receives the expense report and usually has a two week turn around for all reimbursements unless additional information is required.

• Upon Travel's approval, payment is sent to the traveler in the same form of their payroll disposition, i.e., direct deposit or departmental pick up.