UCLA
Residential Life

Paying out of Pocket

Click Here for Disbursement Request Form

Infographic visualizes the steps for paying out of pocket and getting reimbursed

Instructions:

  1. Get the program approved by the necessary people. A reminder that if you are using community funds, you will need to get association approval. Also make sure you have a copy of the meeting minutes.

  2. Before purchasing the items, review this association manual to ensure you understand all policies & procedures. Ask your ARD or Community Treasurer if you have any questions.

  3. Purchase program-approved items out of pocket/with your own money. Do NOT purchase personal items on the same receipt, and make sure you get an itemized receipt.

  4. Since you are paying out of pocket/with your own money, the deadline to submit the form is two weeks. A preview of the online disbursement request form can be found on the Home page. Click here to go to the Disbursement Form.

  5. You should receive your reimbursement within 3 weeks. If it has been the past 3 weeks please email hilltreasurer@orl.ucla.edu.

Preparing receipt to submit:

  1. Make sure receipts are itemized, do NOT contain any personal purchases, and include the business name on it, the total amount, and the method of payment. Examples of itemized receipts are shown on the Policies & Expectations page.

  2. You will need to upload your itemized receipt to the online disbursement form website. To do this you can use your office Xerox machine to scan your receipts or use your mobile phone’s scanner function.

TIP: For iPhones, open Notes and then create a new note. Tap the Camera icon, then tap “Scan Documents.” Android phones can use Google Drive app.

Reminder of the Policies & Expectations:

  • All paperwork for out-of-pocket purchases needs to be turned in within 2 weeks of purchase.

  • When saving receipts please save each one with an appropriate descriptive title. For example, "screenshot_1515" is not appropriate but "Target Snacks" is appropriate for a label.

  • We DO NOT reimburse out-of-pocket expenses over $499.00 for EACH event.

  • If utilizing Amazon, receipts must say "Final Order Details" at the top.

  • We do not reimburse via Venmo for any purchases of $100 or more per event. If it is over $100, the reimbursement will be given to you via check.

  • Gift cards, ride-sharing, alcohol, gas, and ATM fees are against policy and cannot be purchased or reimbursed with association funds.

Refer to the Policies & Expectations page for more details.