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Your Dean's Office Purchasing team is here to ensure your order requests are in compliance with UCLA policy, provide guidance on vendor selection and purchasing policy, and validate that your purchase and reimbursement requests are complete prior to submission to Corporate Financial Services for transaction.
Who are We? Check out our Organizational Chart to meet the team!
If you are a Dean's Office employee or customer, all purchase and reimbursement requests must be submitted through the Procurement Portal.
Place your orders in advance. Allow 5 business days for purchase requests under $5,000, 4 weeks for purchases over $5,000 but less than $500,000, and 12 weeks for purchases over $500,000.
Submit all required information. Non-food & entertainment orders above $5,000 will require that a quote from the vendor be submitted to the Procurement Portal before services are rendered. If a quote is not submitted, the order will be considered an unauthorized purchase. Follow our how-to guides below to ensure you submit all required documentation to avoid delays.
Questions about the Procurement Portal? View our Frequently Asked Questions (FAQs).
The Dean's Office uses Transcepta e-invoicing for all non-travel & entertainment invoices. The Dean's Office will not accept paper or emailed invoices for non-travel & entertainment purchases. Travel & entertainment invoices and supporting documentation must be submitted to the Procurement Portal.
You can place an order for Amazon purchases through two options:
The process for purchasing gift cards will depend on whether the recipient is a UCLA employee or not. For UCLA employees, use the Employee Recognition Request Form. For non-employees, use the Gift Card Request Form:
You can request hardware & software purchases by contacting the Dean's Office IT Business Relationship Manager (BRM), who will ensure your request meets compliance and technology requirements and will provide you with a price quote. After receiving your price quote, place your purchase request through the Procurement Portal. To get started, access our hardware & software purchase request how-to guide to contact your BRM and understand the steps to submit your purchase request.
Requirements for requesting honorarium will vary based on whether the recipient is a UCLA employee or non-employee.
You can order office supplies by selecting items in Office Depot's business website and then placing your order request through the Procurement Portal. To start selecting your items, log into the Office Depot business website using the UCLA browser username and password. Once you have selected your catalog items, submit your order request through the Procurement Portal. Find detailed instructions here , including Office Depot business website information.
There are 3 types of parking. Select the type of parking that applies to you to download a request form and how-to guide:
Sponsorship refers to financial or in-kind support given to an event, organization or activity in exchange for acknowledgement, recognition or promotion. The Dean, Vice Deans, or faculty with discretionary funding may contribute sponsorship. Requesting sponsorship requires the requestor to complete a Transmittal Letter, UCLA Sponsorship Form, and possibly obtain logo authorization and an attendees list prior to submitting the request through the Procurement Portal. Follow our detailed instructions on how to submit a request for sponsorship.
Stipends can be paid to students in connection with educationally-related activities undertaken by the student and is not considered wages or salary. Requesting a check for student stipends requires the requestor to complete W-9 forms and to submit a request through the Procurement Portal. Stipend requests should be submitted to the Purchasing team at least 6 weeks in advance of the desired check disbursement date
You can find instructions on submitting a request for student stipends using the student stipend request how-to guide.
See here for a detailed overview of the student stipend process.