Departmental Resources

Purchasing Reimbursements

Effective July 10,2023 all new non-travel and non-entertainment (non-T&E) reimbursements must be submitted through the Concur system.

1. Provide receipts with form and proof of payment if not shown on the receipt.
2. Business justification required for purchases. To ensure compliance with IRS rules, non-T&E reimbursements must be submitted within 60 days of the date the expense was incurred.
   • Example: TBD

Travel Reimbursement

Reimbursements must be submitted within 30 days of travel. Failure to do so will affect your ability to be reimbursed.

OID Mini-Grants

If you opt to have a guest speaker for your course and need to apply for a mini OID grant, please visit the following link:

https://teaching.ucla.edu/grants/mini-grants

Once approved, please forward the approval notifications to Alain De Vera, alain@ucla.edu or Sandy Garcia, sgarcia@chavez.ucla.edu and follow guest speaker payment instructions.

*** Please note that the money is awarded only through June 30, 2024 and for the purpose specifically requested in your application. Any unused funds as of June 30, 2024 will be returned to this office. ***

Guest Speaker Payments

The Guest Speaker Payment Form must be completed by both the instructor and guest speaker.

Please complete the following steps PRIOR to hosting a guest speaker:

1.  Complete the “Guest Speaker payment form” (must be completed by both the instructor and guest speaker in order to submit payment)
2. Email ALL forms to Sandy Garcia, sgarcia@chavez.ucla.edu

Sandy Garcia will follow up with your guest speaker as needed and process payment.

Note: Payments can take up to 2-4 weeks to be processed by UCLA Accounts Payable