The following procedures apply ONLY to participants in the Express expense reports pilot program:

Claims

All claims for reimbursement of travel and/or entertainment expenses should be prepared and submitted using Express.

Claims must be submitted within 21 days after the end of a trip; monthly (e.g, mileage), if local only.

Although a proxy may prepare an Expense Report on behalf of a traveler, travelers must certify that expenditures were incurred as claimed by submitting the Expense Report.

Receipts

Receipts are required for all lodging expenses, registration fees, and car rental expenses and for other expenditures of $75 or more. Original receipts are required (fax copies of e-ticket confirmations are acceptable, providing they include the passenger name, the amount of the ticket, and form of payment)..

Approval

Reimbursements must be approved for payment by the Department Head or his/her designee. A person who directly or indirectly reports to the traveler may not approve travel.

How Soon?

The sooner you submit your Travel Expense Voucher, the sooner you will receive a reimbursement. This is especially important to travelers with a UCLA corporate charge card. Since many of your expenses might have been charged to the corporate card and will be billed to you directly, you will probably want to receive your travel reimbursement before it’s necessary to pay your charge card bill. We guarantee payment of reimbursement expenses within 5 working days of receipt in our office.

Electronic Deposit

You may receive your travel and other non-payroll payments through electronic deposits made directly to your bank account. New employees are automatically set up for direct deposit for travel reimbursements when they sign up for direct deposit of their paychecks.

If you do not wish to have your paycheck deposited directly to your bank account but would like to receive your travel payments in this way, notify Accounts Payable in writing. Include your employee number and a voided account deposit slips and sign your request. Send it to:

Accounts Payable Direct Deposit Services
10920 Wilshire Blvd, suite 500
143348

Employees are notified prior to actual payment via email, and payments are deposited within three days of processing the transaction. Employees without email and employees experiencing email system failures will receive mailed statements.

Reimbursement Time

Reimbursement/payment will be made within 5 working days from the time it reaches the UCLA Travel Center. If the proper documentation is not received by the UCLA Travel Center, payment of the Express Expense Report will be delayed until the necessary information and/or documentation has been received.<% Response.Write "" Response.Write ErrorMsg Response.Write "" %>