Purchasing Manual

Who's Who

• Requestor: This is likely you. The Requestor is the person who needs the item or is requesting the item for someone on their team. The Requestor determines what needs to be purchased and from which vendor. This person will also be completing most of the forms for submission to the Budget Owner. 

• Budget Owner: The person that oversees the budget you are spending and must approve your expenses. The budget owner is responsible for looking over purchases sent to them for approval, making sure all required paperwork is attached to the form (numbered attendee list, flyers, quotes etc....) and all policies are followed prior to sending the request to the finance team. 

• Processor: They will review all purchase requests to make sure they are compliant with UCLA policies and that all required information has been submitted. They will then process the request.

Purchasing Methods

• Requisition: This is the request that is created for a PO to be created. 

• Recharge: This can be done when you are paying another campus department. Please note: ASUCLA/the bookstore is not considered a campus department.

• Travel and Entertainment Card (T&E Card): You can use your Travel and Entertainment card on anything that is under the Travel and Entertainment Category.

• Pcard: You may request to use the Pcard for things that are not Travel and Entertainment with a few exceptions like software and services.

• Out of Pocket reimbursement: You can pay out of pocket and get reimbursed afterwards. Note that reimbursements for Non-Travel takes up to 16 weeks.

Types of Purchases

• Travel and Entertainment (Travel Accounting): Everything in this category is handled by Travel Accounting. This encompasses all travel related expenses as well as entertainment, such as event meals or tickets.

• Non-Travel (Accounts Payable): Everything in this category is handled by Accounts Payable. This category includes supplies for an event, honorariums, services, general supplies, incentives/giveaways.

• Other Processes: Processes that don't fit in the other two categories. Parking Passes, Meal Tickets, Gift Cards, Buses/Car Rentals.

Other Processes

• Parking Passes: You can request parking passes for visitors coming to campus for business purposes.

• Meal Passes: You can request meal tickets if you are having a meeting with others over a meal.

• Booking a bus: You can book a bus to get people to your off campus location.

• Team Training and Development: Any meeting/training that has expenditures above one meal. These require a TTD request form to be submitted.

• Gift Cards: In a few instances, gift cards can be given as an incentive. For example, if the recipient is not a student.

• Individual Training and Development: Professional development using the departmental ITD money.

Other Useful Terms

• Receipts: All receipts must be itemized and show proof of payment.

• Quote: A quote is something you receive from the vendor prior to purchasing your items. 

• Invoice: The invoice is what you receive after items have shipped or you have received the items. Sometimes this can differ from your quote because items are out of stock.  Sample Invoice: https://ucla.app.box.com/v/ap-pdf-sample-invoice

• Attendee Lists: All attendee lists must be in PDF format, numbered and list their affiliation.

• Concur: The system Travel Accounting uses for any Travel and Entertainment expense reports and booking of car rentals, flight and hotel.

• Business Justification: It is important to have a clear and concise justification. Give the title of the event, why the event is happening and why you are buying the items.

• Business Meeting: Any meeting that involves 0-1 meal.