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Your Dean's Office Purchasing team is here to ensure your purchase and reimbursement requests are in compliance with UCLA policy, help with vendor selection and purchasing policy, and validate that your requests include all required information 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.
Log onto the Procurement Portal to create a new purchase or reimbursement request. 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.
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 start your request and avoid delays.
Questions? Find the answer to your questions by reading our Frequently Asked Questions or submit a question through Ask DO Finance.
There are two options for requesting Amazon purchases:
You can order UCLA At Your Service (AYS) catering by completing an AYS Order Form and submitting it through the Procurement Portal. Access the AYS Order Form and our step-by-step how-to guide here.
UCLA business cards must be designed using our approved vendor, Castle Press, and submitted to the Procurement Portal. To start drafting your business cards, follow our business card how-to guide.
Complete the Entertainment Meals Worksheet when submitting food orders for third-party vendors (e.g. Café Med/Aramark, Fresh Corn Grill, TLT, etc.) into the Procurement Portal. This will help ensure that UCLA Corporate Financial Services has all the documentation they need to process your order without delay.
The process for purchasing gift cards will depend on whether the recipient is a UCLA employee:
You can request hardware & software purchases by contacting the Dean's Office IT Business Relationship Manager (BRM) to request a price quote. To get started, access our hardware & software purchase request how-to guide to contact your BRM and understand the steps to submitting your request.
Requirements for requesting honorarium will vary based on whether the recipient is a UCLA employee or non-employee.
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:
The Dean, Vice Deans, or faculty with discretionary funding may contribute sponsorship to support an event, organization, or program. Requesting sponsorship requires the requestor to complete a Transmittal Letter, UCLA Sponsorship Form, and possibly obtain logo authorization and an attendees list. Follow our detailed instructions on how to submit a request for sponsorship.
Sponsorship requests should be submitted to the Purchasing team at least 4 weeks in advance of the desired payment date.
Student stipend requests must include student W-9 forms and be submitted to the Purchasing team at least 6 weeks in advance of the desired check disbursement date. You can find instructions on submitting student stipend requests using the student stipend request how-to guide.
See here for a detailed overview of the student stipend process.
