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

Entertainment Policies and Guidelines

Attendee List Sample

Food Order Form

Business Meeting 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 www.vendor.finance.ucla.edu/w9

– 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.