• Please keep original receipts. Original receipts are required for expenditures of $75 or more with the exception of airline tickets and rental cars, which require an original, itemized receipt, regardless of amount.
• Prior Approval. Please make sure that all travel has been preapproved by advisor or supervisor.

• Meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.
• Daily Reimbursement Cap for Meal is $92.
  • Unless otherwise specified by your funding agency or advisor
• Alcohol will not be reimbursed

• Original, itemized receipts are required for all flight tickets $75 or more.
• University travelers should book coach/economy fares whenever possible and take advantage of discounts for early ticket purchases.
• E-tickets will be reimbursed if you submit your itinerary or confirmation with your expense voucher, showing how the ticket was paid.
• Airfare cannot be reimbursed before your trip.

For more information about Flight Guidelines, please click here.

• Original, itemized receipts are required for all lodging charges, including any related expenses.
• Daily Reimbursement Cap for Lodging is $333.
• Lodging within a 40-mile radius of the traveler’s home or office is not reimbursable (per Policy G-28).
• When using non-commercial lodging (e.g., Airbnb, cabins, trailers, camping), reimbursement is based on actual costs up to 100% of the federal per diem rate for that area.
• University travelers are generally exempt from paying occupancy taxes in many California cities. Travelers should identify themselves as University employees and complete an exemption certificate if required.

For more information about Lodging Guidelines, please click here.

General Travel

• Use the most economical transportation and the most direct route when traveling on University business.

• Original, itemized receipts are required for all expenses $75 or more.

• Airfare and rental cars always require an original, itemized receipt, regardless of cost.

• Trips may be extended (e.g., Saturday night stay) only if it saves the University money and total costs do not exceed what the University would have paid otherwise.

Taxis and Rideshare (Uber, Lyft, etc.)

• Taxi and rideshare fares are reimbursable for University business travel.

• Receipts are required for fares $75 or more.

• Gratuities should be reasonable and included in the total fare.

• Choose the lowest-cost option that meets your travel needs (e.g., UberX instead of Uber Black).

Rental Cars

• Use UCLA’s preferred rental car vendors and request the UCLA contract rate.

• Do not purchase additional insurance (collision, personal accident, or medical) — it’s already covered under the UCLA contract and will not be reimbursed if purchased.

• Pay for rentals yourself and request reimbursement afterward; direct billing is not accepted.

• Itemized receipts are required for all rental car charges.

• Approved Car Rental Places: Enterprise, Hertz, National, Dollar, and Thrifty
• Discounted Car Rental Rates (UC Students Only)
• For more information about car rentals, please visit here.

Privately Owned Automobiles

• Personal vehicles may be used if you have sufficient insurance to meet state requirements.

• Reimbursement is based on mileage or the lowest available airfare, whichever is less.

• If your vehicle is damaged while on University business, you may be reimbursed up to $500 after filing with your insurance.

Local Transportation

• Public transportation (bus, train, subway) and airport shuttles are reimbursable.

• Receipts not required for expenses under $75.

• Motorcycles and motor-driven cycles are not reimbursable.

For more information about Ground Transportation Guidelines, please click here .

If you plan to attend a conference, here are two options to complete your registration:

Option 1: Submit the Conference Registration Request

1. Submit your conference registration by completing the CBE Purchase Requisition Form.
2. Include the link to the conference registration page in the form.
3. Upload your conference registration document and ensure you include the funding source — we cannot proceed without it.
   1. If you’re unsure of your funding source, ask your PI for clarification.
4. Cbepurch@seas.ucla.edu will email you a scheduling link to set up an appointment to use the Pcard.

Option 2: Reimbursement

If you prefer, you may pay for the conference registration yourself and then submit the receipt using the Reimbursements (Food and Travel)   for reimbursement.

Register early to take advantage of early-bird discounts!

For assistance on booking flight, please refer to our Flight Booking Protocol.

Booking Flights through the CBE Department

Please submit your request to the CBE staff using our Flight Request Form

• For help please contact cbepurch@seas.ucla.edu

Booking Flights with UC Travel Agent Assistance

Please watch the tutorial below to create a flight request through UCLA Concur.

Once you have an Approved Request ID Number, email travel@finance.ucla.edu, copying cbepurch@seas.ucla.edu and your PI, stating that you would like to book your flight and include your Approved Request ID Number. Then, wait for the UC Travel Agent to contact you with flight itinerary, which you will need to review and confirm.

Self-Book Flights Directly Through Concur

Please watch the tutorial below to self-book flights through UCLA Concur.

If you do not receive an email within 1 hour of finalizing your booking, please reach out to cbepurch@seas.ucla.edu

On a case by case basis we can help direct book flights in conjunction with UCLA Travel.

Please email cbepurch@seas.ucla. edu, copy your PI, and include your hotel preferences and the fund you’ll use for the hotel.

BruinCar Provides transportation options for faculty, staff, and students for official university business.

All BruinCar reservations must be done through the department. Please email Elfren (baclagon@seas.ucla.edu).

For more information on BruinCar, please click here.

Before submitting information to create a guest profile, please check whether you already have access to Concur. If you’re unsure, contact cbepurch@seas.ucla.edu for assistance.

Guest profiles are for individuals who do not have Concur access.

To create a guest profile, please complete the Concur Guest Profile Form .

In order to act on your behalf on UCLA Concur, the CBE Staff need to be granted access to your account. This is done by adding us as an “expense delegate.” We are then able to prepare and submit travel and other expense reports on UCLA Concur.

Please follow the link below to a tutorial on how to add us as a delegate.
How to Add a Delegate