Dear Luskin Faculty and Staff,

As we progress through the new academic year, the Luskin School Financial Service’s Office would like to remind the Luskin community of the UCLA policies regarding Procurement, Reimbursements, and Travel/Entertainment. Please take a few moments to review the policies below.

Procurement:

• The preferred method to purchase goods is via a Purchase Order and/or a PCARD (university procurement credit card), if allowable.
• Services can only be purchased via a PO.
• Software can be purchased via a PO and/or a PCARD, if allowable. A Third Party Risk Management (TRPM) approval is required for all software type of purchases, regardless of payment method.
• Foreign vendors are unallowable on the PCARD (including software/subscriptions).
• Contracts requiring a signature- If a vendor requires a signed contract in addition to the UC Terms and Conditions, it may take months to have it reviewed by Central Purchasing. Signature is not guaranteed.
• For a list of some of the most commonly purchased items/services, and the required documents needed, please review the following document.
• For more information on Purchasing and forms, please visit the Luskin Financial Services Purchasing and Ordering Intranet page .

Personal Non Travel/Entertainment Reimbursements:

• Please note that personal reimbursements are nonstandard/exceptional and should be used as a “last resort.”  The preferred method of purchasing is via PO and the procurement card per UCLA Policy 740 and 741.  Prior approval from your supervisor should be obtained. Additional approvals may be required by Central Purchasing.
• The following items are unallowable reimbursements:

• • Purchases over $1,000, (with the exception of conference registrations, journal publication fees and maintaining professional credentials).
    • Gift cards and/or purchases made with gift cards.
    • Any Services, Software, Subscriptions, Electronics (including computers), and Home office furniture or furnishings.
• For a list of additional unallowable items, please review the UCLA Purchasing non-travel and entertainment reimbursement restrictions , Policy 740/741 purchase restriction table, and the Luskin Intranet Financial Services reimbursement section.

Travel and Entertainment:

• Due to the Covered Services UCLA policy, food can be purchased for on campus events; however, non-UCLA server staff are unallowable. If food servers are required, contact UCLA Conferences and Catering services.
• Sponsorships/donations to outside organizations are unallowable at this time, regardless of the amount.
• Contracts requiring signature-  If a vendor requires a signed contract in addition to the UC Terms and Conditions, it may take months to have it reviewed by Central Purchasing. Signature is not guaranteed.
• For Entertainment meals, please adhere to the stated per person meal cap limits.
• The Luskin School requires ALL receipts to be submitted for all foreign and domestic travel and entertainment reimbursement requests. A Missing Receipt Affidavit is required for any missing/ lost receipts.
• The Meal and IE cap shall not be treated as a per diem, reimbursement of Meals and IE is based on actual amounts incurred.
• For additional information on travel guidelines, and documents required, please review the Financial Services Travel & Entertainment Intranet page.

***Remote employees: please note,”reimbursements for expenses for travel between the traveler’s residence and headquarters (commuting) expense shall not be allowed” as per UCLA policy G-28 and the March 2023 memorandum.***

It is important that all staff and faculty adhere to the procurement, reimbursement, and travel/entertainment guidelines – to ensure accuracy and legitimacy of expenses, comply with audit/tax regulations and changing policies, and to uphold financial transparency, consistency, and fairness. It is important to note that the department is responsible for ensuring that expenses comply with university and funding agency regulations.

We request that staff and faculty submit their order and travel requests well in advance, due to the complexity of various requests, and the review requirements in the central offices, such as Travel Accounting and Purchasing, creating longer lead times.

We also encourage reviewing our Luskin Financial Services Intranet site for additional information on policies and guidelines.  This email will also be available on the intranet.

If you have any questions, please contact me, your fund manager, or our Procurement Lead Kelley Takeshita, (ktakeshita@luskin.ucla.edu).

Thank you,
Lisa