Research and Finance


Current UCLA employees may book travel, lodging, and car rental via SAP Concur

SAP Concur requires the submission of an expense report once your travel expenses have occurred. You are required to designate a delegate, so your expenses are reviewed, approved, and submitted. For detailed instructions on how to assign a delegate reference the following link:

Adding a Delegate


As a delegate you will have the capability to add receipts, review expenses, create expenses, and submit finalized expense reports.

Acting as a Delegate

Creating a Guest Profile

Step by Step Guide: Creating a Guest by Travel Express

Creating an Expense Report

Step by Step Guide: Creating a Report by Travel Express

Other SAP Concur Resources

Submitting Receipts

SAP Concur App

Capturing Receipts – iPhone

Creating an Expense Report – iPhone

Travel Reimbursement Form

  • To be used across the entire department when travel or entertainment reimbursement is requested
  • Submit within 21 days of the last day of travel or when the entertainment expense occurred.
  • For entertainment expenses, attach an attendee list with full name, and affiliation
  • Original itemized receipts are required for all reimbursements

Mileage Reimbursement Form

IRLE Sponsorship Checklist

Sponsorship Form

Consultant Policies and Guidelines

Electronic Funds Transfer (EFT) Authorization

Independent Contractor Pre-Hire Worksheet

Independent Contractor-Consultant Form

Sole Source Request

Guidelines for the Requester

1. Submit completed Guest Speaker form to processor

2. New Vendor set up required for any of the following cases:

– Paid by the University before

– Within 2 years from the date of separation as a university employee

– Honoraria amount exceeds $299

Vendor Onboarding 

Guest speakers require new vendor onboarding, unless they are a returning guest speaker.

  1. IRLE will provide the speaker with a Payment Works invitation.
  2. Guest Speaker must register under Payment Works once invitation is received.

For more information please reference the following resources:

How to Set up a New Vendor Guide

Vendor Onboarding & Electronic Invoicing