• Field Paper Proposal
• Field Paper Agreement - Comparative
• Travel Grant Award Reimbursement Approval Form - PDF Version
• Travel Grant Award Reimbursement Approval Form - DOC Version

Travel Reimbursement Guidelines

The University has reinvigorated its auditing of travel and expense reimbursements, so to avoid delays or even rejections of expenses we would like to remind you of some basic policies.

In General:

• No expense may be reimbursed until after it happens (e.g. book orders, travel).
• Receipts must be turned in within 21 days of the expense.
• Receipts must be taped to a sheet of paper and categorized by type (e.g. food, taxi) and by date.

• In all cases where there is more than one possible policy regarding expenses (as on grant funds), the strictest policy must be observed.
• There are certain circumstances when an exception to some of these policies can be requested, however it must be done in advance.

Proof of Payment:

Original, itemized receipts are required for all reimbursements (including exchange rate receipts issued when changing currencies).

All receipts must show:

• The Date
• What was Purchased
• The Total Cost
• Method of payment (Cash, Credit Card, Check)
• Some credit card receipts are insufficient for the University auditors and occasionally they will also request a credit card statement.
• If an expense is paid by check the University also requires a copy of both sides of the canceled check, or a copy of the front of the check and the bank statement.
• Separate bills are required for shared expenses, including hotel rooms, if you are seeking reimbursement. Please use your own credit card or checking account to pay for expenses. If this is not possible, contact us in advance because there are additional rules.
• Helpful Hint: Most bank and credit card statements are now available on line so you can print them out as soon as the expense has cleared. This way you won’t have to wait for a monthly statement to arrive in the mail.

Travel:

No travel expenses can be reimbursed in advance of your trip.
Meals and Incidentals will be reimbursed based on the actual amount spent, up to a daily maximum of $50. The travel department requests that receipts for these expenses be provided.

• Lodging expenses are also reimbursed based on the amount actually incurred, but are not subject to a dollar limit.
• Airfare:
• Only coach class airfare will be reimbursed.
• Fares can be charged directly to University funds if reservations are made through the travel office.
• Fly America Act:  If the funding for the project is Federal, you may only use US carriers when booking air travel.

• Registration Fees for conferences can often be paid directly if the request is made well in advance (4 weeks please).
• Rental Cars:
• Only compact cars will be reimbursed.
• No insurance costs will be reimbursed because the University has negotiated rates with many rental companies and all of theses rates include insurance. Please check the travel web site for current rates and companies (http://www.travel.ucla.edu/Discounts_CarRental.html). Be sure to specify the appropriate UCLA corporate ID when making reservations and be sure the corporate ID # is referenced on the rental agreement. If the rental agent offers additional insurance when you pick up the car, you need to decline it, and confirm that the UCLA corporate ID is on the agreement because the University WILL NOT REIMBURSE insurance charges for rental cars.

• Automobile Mileage:
• Reimbursement for mileage on personal automobiles is only appropriate when the cost of the mileage is less than or equal to the cost of public transportation.
• The car used must be insured as prescribed by California law.

• Non Citizens who are not employed by the university must meet additional requirements and submit additional documentation when requesting travel reimbursements. Please contact the accounting office prior to traveling for details.

This brief document is an attempt to cover the most common issues. Please feel free to contact us at any time if you have questions, or to ask about exceptions that may not be listed here.