UCLA
Residential Life

Travel & Entertainment

Select the Category Below that Best Fits your Purchase

Travel Entertainment

Purchases for an event including food or tickets

Policies

  • All travel reimbursements must be submitted within 2 weeks of returning from travel or event date.

  • Submit all your expenses as ONE report. For example, if you paid for a flight prior to your trip, you need to wait until after to submit everything at once.

  • Everything Travel and Entertainment Related requires a numbered attendee list with affiliation and an agenda/flyer.

  • Click here for policies on UCLA Reimbursement Allowances for Mileage and Meals

  • Click here for UC Travel Policies

  • Do not use Expedia, Travelocity, Orbitz, etc. They do not provide itemized receipts.

  • Adding tips to meals, housekeeping, room service, or gratuity, will all count as your incidental daily amount ($92 per day). Tips over 20% will require business justification

  • Only conference registration fees and first night hotel deposit can be paid prior to the conference ONLY when you use your T and E card to purchase

  • Membership fees to professional organizations are NOT considered Travel and Entertainment

  • Lodging MUST be 40 miles (one-way) from campus to reimburse

  • If splitting a room with colleagues, ask for a split itemized receipt for each guest. Airbnb does not split receipts, you can have one person pay ONLY IF the total will be less than 333 a night.

  • Virtual conferences and local conferences DO NOT fall under Travel. You will not be reimbursed for meals.

  • You may ONLY pay for yourself. For example, you cannot pay meals/lodging for others.

  • For travel, if your flight does not start or end in LA, you must have proof of how much the flight would have been if you started or ended in Los Angeles. The University will only reimburse you up to that amount.

  • When submitting on MyResLife, make sure your form names are unique. For example, "football mitigation" is not unique since you will be submitting multiple football mitigation forms. Use Football mitigation on 3/26.