Dean's Office Travel

Step 1: Request Travel (Pre-Approval)

Dean's Office DGIT and Medical Education units are required to download and complete the Travel Pre-Approval Form for travel or entertainment expenses greater than $200. Not completing the form may result in decreased travel funding. Access our how-to guide or how-to video on using the form.
  

Step 2: 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. 

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. Please note: conference fees, online courses, and professional memberships can be paid in advance; courses, tuition, and training outside a 50 mile radius of UCLA cannot.

To book your hotel in advance, view our list of authorized hotels for pre-trip purchase and submit a request for reservation through the Procurement Portal. 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 3: Get Reimbursed for Your Travel

Once you return from travel, follow these steps for reimbursement:

1. Download the Domestic Travel Reimbursement Worksheet
   Download this worksheet to document your travel and entertainment expenses after you return from travel. This worksheet must be submitted with your receipts and pre-approval form.
   
   
2. Submit for Reimbursement through the Procurement Portal
   Submit your Domestic Travel Reimbursement Worksheet and all required documentation through the Procurement Portal. All required documentation must be submitted in one PDF file. Be sure to review our Cheat Sheet for Travel Reimbursement to ensure you submit all required documentation and avoid delays.
   
   
3. Track Your Reimbursement via Travel Express
   Visit Travel Express to check the status of your reimbursements.