Non-Travel & Non-Entertainment Reimbursements
Reimbursement for non-T&E purchases should only take place when all other purchase methods have been exhausted and if you have prior approval from the department staff. Exception request pre-approval from the UCLA Purchasing may be required. Exception requests must be submitted at least one week before a purchase needs to be made.
When requesting a purchase, please provide the following information:
- Provide itemized receipts. Receipts for reimbursement are required to show that items have been “shipped” or “received” and must show proof of payment (e.g. credit card).
- Please provide a short business justification.
- Please confirm which account you would like to charge.
-
- Common items that are still reimbursable without prior approval from the department staff include book and professional membership fees.
- Per policy, non-T&E reimbursements must be submitted to the central offices within 45 days of purchase. Please submit all receipts to the department within 30 days of the purchase date. Only receipts from within the current fiscal year are reimbursable.
- Partial reimbursements require exception approval (i.e. an item cost $700, but your research account balance can only cover $500 of the total cost). Please reach out to the department should you have a possible partial purchase/reimbursement.
- Per policy, common non-reimbursable expenses include software, services, image fees (copyright issues – contact fund manager), general office supplies, parking citations and UCLA parking fees, furniture, late fees, computers/equipment, personal or social memberships, incoming/outgoing freight and shipping expenses, cell phones and accessories, gift cards, framed certificates for one’s own office, general stocking of snacks or food and beverage supplies/equipment, or any purchase over $1,000. (Add link to NELC Purchasing page)
Please see below for common purchase and non-T&E reimbursement policies and processes. Please reach out to the department fund manager should you have any questions about a purchase or reimbursement.