Research and Finance

How to Designate a Travel Arranger on your UC Travel Center Profile

Travel and Entertainment Guidelines

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

How to Set up a New Vendor

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

3. If guest speaker needs to be set up as new vendor, the guest speaker will have to work with the processor in setting them up as a new vendor.

Guidelines for Guest Speaker

1.  For new vendor requests, you will be contacted by the processor who will provide a unique que number. With this que number, you will upload your W-9 to UCLA’s secure network.

2. To upload:

– Visit

– Enter Full Name and Que Number

– Upload W-9

For the protection of your information, please do not e-mail your W-9 form. Please upload it to the secure Web Portal provided above.