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Book Your Travel
Some travel expenses, such as airfare and registration fees, can be booked in advance so that you are not out of pocket for all of your travel expenses. As you book your travel, please note the expense reimbursement caps.
Note: Reimbursement caps may differ for foreign travel. Conference fees, online courses, and professional memberships can be paid in advance; courses, tuition, and training outside a 50 mile radius of UCLA cannot. Exceptions apply for students.
Medical Education and DGIT units are required to complete the Training Pre-Authorization Form prior to booking expenses; this form must be submitted with your supervisor's signature in the reimbursement request.
To book your airfare in advance, call 800-235-8252 or visit the Connexxus website to "Book Online."
Once your flight has been issued, submit a Flight Purchase Request to Ask DO Finance to initiate payment.
To book your conference registration in advance, submit your request through the Procurement Portal, including the invoice/registration confirmation email, link to online registration page, and business justification explaining how your attendance will benefit UCLA.
If no authorized hotels are listed in your location, you may pay out-of-pocket and be reimbursed after you return. Exceptions apply for students.
Step 1: Download the Domestic Travel Reimbursement Worksheet to document your travel and entertainment expenses after you return from your trip. This worksheet must be submitted with receipts and documentation.
Step 2: Submit your Domestic Travel Reimbursement Worksheet, receipts, and all required documentation through the Procurement Portal. All attachments must be submitted in one PDF file.
Step 3: Track the status of your reimbursement by visiting the Concur Travel website.