Additional Resources
University travelers should use coach/economy or equivalent fare when available and are encouraged to take advantage of discounts on air tickets purchased in advance.
Ticketless airfare (e-tickets) will be reimbursed when an original itinerary or confirmation is submitted in support of an Express or Travel Expense Voucher. The itinerary/confirmation must indicate the form of payment.
Airfare will not be reimbursed in advance of a trip. Departments are encouraged to book air travel with UC Travel Center's to avoid out-of-pocket expenses for travelers.
Three ways to book air travel with UC Travel Center.
- Call to speak with a Travel Counselor at (800) 235-8252 or (310) 206-2639
- Email your travel request or inquiry at [email protected] . A UC Travel Counselor will reply to your request.
- Make travel reservations using UC Travel Center online booking tool 24/7. Log in to Connexxus with your credentials. Select Book Online Now. Select UC Travel.
Fees: Agent assisted fee of $32 will apply
$10 online booking fee will apply
Rental Automobiles
Travelers are expected to use the University's preferred rental car vendors and request the UCLA contract rate. See UCLA Discounts and Contract Rates for more information.
University of California has a system wide car rental program with Enterprise, Hertz, National, Dollar and Thrifty. The contracts offer business travelers the most economical pricing that includes comprehensive insurance for rentals in the United States (through the car rental company). Travelers renting outside the USA may have to purchase additional insurance where coverage in not included in the UC rates.
To ensure that your car rental reservation includes UC preferred rates with car insurance, please contact UC Travel Center .
Three ways to book air travel with UC Travel Center:
- Make travel reservations using UC Travel Center online booking tool 24/7. Log in to Connexxus with your credentials. Select Book Online Now. Select UC Travel
Fees: Agent assisted fee for car only reservation., $ 15.00 will apply
NO fee when car reservation is made online.
For domestic car rental reservations, the agreements include insurance applicable for UC business related travel only.
At time of rental, UC employees should decline the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) and Supplemental Liability (SLI) when renting a car for business travel within the United States. Additional insurance purchase at time of is not reimbursable.
International car rental traveling on UC Business is subject to limited insurance and deductibles.
You should purchase additional CDW/LDW/SLI insurance when renting in foreign countries even when booked with UC Travel Center. The additional insurance cost will be reimbursable. We highly recommend speaking with a UC Travel Center agent for when reserving for international car rental. Contact your campus Risk Services for car insurance guidelines as each country has different requirements. See Related Information for list of Campus Risk Services.
Travelers must pay the rental charges and then request reimbursement from the University, as the University does not accept direct billing, direct credit or guarantee payment rental agencies at this time. Itemized receipts must be submitted with your Express.
Entertainment Policy
Travel Policy
Helpful Travel Planning Links
Helpful Travel Reimbursements Links
10920 Wilshire Blvd., 5th Floor Los Angeles, CA 90024-6541 Mail Code: 143348 Phone: (310) 206-2639 or (800) 235-UCLA (8252)
CST# 2046415-70
Travel Services Directory
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- Report Misconduct
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- Purchasing Services
Travel Purchasing
Purchasing airline tickets and making car or hotel reservations through the Travel Center has never been easier! Apply for a UC Travel and Entertainment (T&E) MasterCard to make purchasing airfare more convenient. Make all your travel arrangements online using the T&E MasterCard or contact the Travel Center conveniently located at the Wilshire Center.
Discounted Prices
The UCLA Travel Center is the first University to be designated as a Corporate Travel Department (CTD). This entitles the Travel Center to issue airline tickets and make car and hotel reservations on behalf of all University travelers at discounted prices. As a department of UCLA, we offer several services that set us apart from all other travel agencies or travel internet sites such as direct billing to University departments and state government airfares.
Corporate Travel Card
UCLA provides a US Bank Visa Travel & Entertainment Card to faculty and staff who travel on official University business. Travelers are strongly encouraged to use the card to pay for all expenses related to University business travel, including lodging and subsistence, except where the card is not accepted. The cardholder is personally responsible for paying all charges on the corporate card and for keeping it current. The University will not reimburse or pay late fees incurred in connection with the T & E Card.
Cash Advances
Travelers who have been issued a Travel & Entertainment Card are required to use the card for cash advances. A traveler may obtain cash through the US Bank Visa, by using an ATM machine. An administrative fee of 2.5% (with a minimum charge of $2) is charged for each cash advance obtained through an ATM. This fee appears on the cardholder's monthly statement and is a reimbursable expense. To minimize fees associated with cash advances, we recommend that only the anticipated cash needed for incidental expenses be withdrawn. The T & E Card should be used to charge expenses whenever possible.
- UCLA Travel Services
- Benefits of the US Bank Travel & Entertainment Card
- Guidelines for Infrequent Travelers
Accounts Payable (310) 794-0197
© 2024 Regents of the University of California
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Travel and Reimbursements
UCLA Travel Arrangements
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Direct Payment
Travel reimbursements, reimbursable expenses, working meetings, non-reimbursable expenses, travel insurance, other reimbursements, foreign travel, useful travel links.
- Travel and Other Reimbursement Request Form
- Travel and Other Reimbursement Request Form Instructions
- Working Business Meeting Expense Form
UCLA Travel
Phone: (310) 206-2639, (800) 235-UCLA (8252) Email: travel@finance.ucla.edu Website: UCLA Travel Services
ORA Contact
Aiza Almario (310) 206-3368 Allynn Lewis (424) 259-5039
Online booking is available through the Concur portal using your UCLA Log-On ID (Single sign-on). Please contact Allynn Lewis for instructions to update your profile in the portal. Please allow at least 2 weeks advance notice prior to your travel date to process airfare booking.
Concur is a secure, web portal with access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. It is important to note, we can only do direct billing for airfare; however, Concur can also be used to book all your other travel needs (lodging, car rentals, rail).
For additional information, please refer to the following link:
- Guidelines for Infrequent Travelers
It is the policy of the University that all business travel shall be properly authorized, reported, and reimbursed in accordance with UC policy. Under no circumstances shall personal expenses be charged to, or be temporarily funded by, the University, including UCLA Corporate Card.
For additional information, please refer to the following links:
- UCLA Travel Guidelines
The following can be paid directly by UCLA to minimize employee out of pocket expenses:
- Conference Registration (3 weeks advance notice)
Contact Allynn Lewis with any request and questions.
Travel & Entertainment (T&E) Card
With the approval of the individual’s director, ORA staff that travel on University business or for professional development at least four (4) times a year are eligible for UCLA’s T&E card.
The Travel & Entertainment (T&E) card is intended to cover most business travel related expenses, including lodging, food and transportation.
- Cardholder is personally responsible to pay balance due on time.
- T & E Card can only be used for travel and entertainment expenses that are related to University business and reimbursable under University policies. No personal expenses are allowed.
- Travel-related expenses, such as hotel deposits and conference registration, can be reimbursed in advance if they are purchased using the T&E card.
- Please submit approved requests to the business office within five (5) days after returning from travel or event.
- Late fees are not reimbursable, per University policy.
- Please visit the Travel & Entertainment Card , UC Policy and T&E Coverage & Use websites for additional information.
- Please see the T&E Cardholder Agreement with US Bank.
Please contact Aiza Almario with questions and completed application .
- Travel of Less than 24 Hours – When the entire length of a trip is less than 24 hours, meals and incidental expenses cannot be reimbursed unless the travel includes an "overnight stay” as supported by a lodging receipt.
- Per University Policy, Travel reimbursement must be completed by UCLA's Travel Accounting within 45 days from completion of trip or it will be treated as imputed income and taxable.
In order to claim reimbursement for your travel expenses, you must complete the Travel and Other Reimbursement Request ( Form , Instructions ) and submit the completed form along with the original itemized receipts to Allynn Lewis within 5 business days of the end of a trip.
- It typically takes 5 to 12 working days for UCLA Travel Accounting to process the reimbursement check and electronic deposit to the traveler’s bank.
Please refer to the following policy if there are any additional questions:
- Travel Policy
- Travel and Other Reimbursement Request ( Form , Instructions )
- Expenditures for Business Meetings, Entertainment, and Other Occasions. BUS-79
- Direct billing of airline ticket is strongly recommended. Refer to Travel Arrangements for details.
- For reimbursement of airfare, the original receipt for the ticket is required. If traveling with an e-ticket, the email receipt/confirmation with proof of payment will suffice. All flight receipts/documentation must include the form of payment (e.g., if the airfare was paid with a credit card, it may include VISAxxxxxxxx1234).
- Travel packages that are not itemized will not be reimbursed (i.e. Expedia, Orbits, Travelocity) as they do not provide itemized receipts/folio as required by IRS regulations.
Please use UCLA's preferred car rental company (currently Hertz, National, and Enterprise) according to University policy. Please refer to the University’s Rental Car Agreements for additional information.
- Do not take the additional collision damage waiver (CDW), as the UCLA negotiated rate includes this coverage.
- Any additional insurance purchased is not reimbursable and will be at the cost of the traveler.
LAX offers parking discounts for UCLA employees through The Parking Spot, UCLA’s preferred partner. You will save 25% off the regular rates by showing your UCLA University ID.
Effective October 15, 2017, the following limit will be in effect for all Continental US travel: Continental US (CONUS) Lodging Expense NEW CAP of $275 nightly rate
- If the traveler is unable to secure lodging at $275 per night or less, the traveler must submit additional documentation such as price comparisons within reasonable proximity of the meeting location. The price comparisons should be performed at the time of booking.
- A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $275 per night cap may stay at the conference hotel without exceptional approval.
Original, itemized receipts for all lodging expenses as well as any working meeting expenditures included in the lodging claim are required for reimbursement.
Lodging is generally not reimbursable if the lodging site is within a 40-mile radius of the traveler's residence.
Exemption from Occupancy Tax in the state of California
As a general rule, University employees traveling on official University business are exempt from payment of occupancy taxes imposed by certain California cities or counties on "transient" (or individual travelers') rental rooms. To avoid misunderstandings, travelers should identify themselves as University employees and claim exemption from the tax when checking into the hotel. However, occupancy tax ordinances in a few California cities do not authorize exemptions for University employees. The traveler may complete an exemption certificate if one is required. The form Transient Occupancy Tax Exemption Certificate for Governmental Agencies is available to be used as appropriate.
Conference Registration
Receipts must have name of the individual, name of the conference, amount paid, and method of payment. If not, please submit credit card statement showing all of the items.
Best practices require original receipts for all expenses because reimbursements are based on actual expenses. Please note maximum meal rate is not a per diem.
The meal and incidental expense maximum is $79/day and there is no exception to the maximum. If meal receipts are lost or unavailable, the traveler may provide their best estimate of the actual meal expense.
When the entire length of a trip is less than 24 hours, (meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.
Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University's policy on Expenditures for Business Meetings, Entertainment, and Other Occasions BUS-79 . Working business meetings held while traveling require the same documentation as other business meeting expense.
MAXIMUM RATES FOR MEALS AND LIGHT REFRESHMENTS
Ground transportation
Travelers are required to use the most economical mode (i.e. taxi, shuttle, train, bus) of transportation by the most frequently traveled route. If unsure, please contact Allynn Lewis .
The current mileage reimbursement rate effective is 65.5 cents per mile for use of a personal car on business travel and will be adjusted periodically to reflect increases/decreases in the Internal Revenue Service (IRS) standard mileage rate.
Please note the following:
- Privately owned automobiles may be used if the driver has requisite insurance coverage, Additional Travel Insurance Coverage
- UCLA ORA reimburses the lesser of round-trip airfare or mileage. The amount of the actual mileage or the lowest available airfare, whichever is less, is allowed. No additional reimbursement for automobile-related expenses, such as tolls, ferries, parking, gasoline, etc. will be allowed.
- Mileage claimed to dining venues or restaurants must be within reasonable distance from place of conference or hotel.
- Mileage to local meetings/conferences should be computed between the traveler’s work location and final destination. Mileage may be allowed between the traveler’s residence and destination if the business travel originates or terminates during a regularly scheduled day off.
For addition information, please refer to the “Travel Policy” link under Useful Travel Links .
All other related business expenses, such as baggage fees, internet fees and phone, are reimbursable with receipts. Business justification(s) may be required for certain requests.
How to Claim Reimbursement
Please submit all documents including the completed ORA Working Business Meeting Expense Form and the itemized receipts to Allynn Lewis within 5 business days after the event. All working business meeting expenses must be pre-approved by the director of the individual claiming a reimbursement.
Required Information
- Type of Expense (breakfast, lunch, dinner, refreshment)
- Type of Event (workshop, conference, staff recognition, etc.)
- Purpose of the event or main agenda topic
- Attendee list to include name, title, and affiliation of participants
- Date and location of event
- Name of the official host
Maximum per Person Rates
Meeting facilities on campus.
Business or professional events (room rental, catering, etc.) may be arranged using a pre-approved departmental account number. Please submit a completed ORA Working Business Meeting Expense Form and contact Lupe Romero before finalizing any arrangements.
As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses (This list is not all inclusive):
- Airfare issued by non-U.S. carrier
- Any upgrades above coach airfare
- Personal telephone calls
- Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
- Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
- Internet package deals – refer to the airfare section for details.
- T&E Card Late Fees are not reimbursable
- Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.
All University travelers are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes:
- Accidental death and dismemberment.
- Travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.
Booking travel through Connexxus automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the UC Away website before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.
Use of the University's purchasing system is the first choice for direct payment. Use of employee’s personal funds for purchase of goods and services is strongly discouraged. Per LVO Policy 741 , $1,000 is the reimbursement limit for purchases, other than travel, working meetings, & conference registrations.
All documentation (i.e. itinerary , receipts, agenda) related to the trip will be needed to process the reimbursement. Itemized receipts need to be submitted except for hotel and food. Per Diem rates for food and lodging are set according to the country and city of travel. Please complete the Expense Report Form and submit all related expenses to Allynn Lewis .
- Airline Discounts & Contract Rates
- Airport Parking Discounts & Contract Rates
- Expenditures for Business Meetings, Entertainment, and Other Occasions. BUS-79
- Car Rental Contract Rates
- FlyAway Service
- Hotel Discounts & Contract Rates
- Required Reimbursement Documents
- Travel & Entertainment Card (T&E)
- Expense Reimbursement Guidelines
Travel Clinic
Advice, immunizations, and prescriptions as needed based on your health status and travel plans.
Are you studying abroad or going on vacation for the summer? Schedule your appointment in our Travel Clinic to make sure you have all the right vaccinations and/or medications to keep you safe while you are traveling.
The Travel Clinic is a service offered by The Ashe Center to complete evaluations customized to your health status and travel plans, provide advice, immunizations, and prescriptions as needed.
International Traveling with UCSHIP
UC SHIP provides worldwide coverage when you are traveling or living outside the U.S. When covered under UC SHIP, you can use the Blue Cross Blue Shield Global Core program, which coordinates benefits abroad. Additionally, the University provides a travel accident policy for students traveling on University business through UC Office of the President.
Learn More about UCSHIP
Appointments: Patient Login or (310) 825-4073
View our Hours of Operation .
Ashe Center
What to Bring
- Complete the Clinical Questionnaire
- Arrive 15 minutes before your appointment time
- Plan for your visit to take one hour
- There is a $20 fee for missed appointments and late cancellation (less than 24 hours before appointment time)
See the Fees page for a detailed, centralized fees listing.
Diana Olivo, RN
Registered Nurse
Judy Diep, RN
Jessica Ware, RN
Brandon Holiwell, RN
Contact Ashe Center
221 Westwood Plaza Los Angeles, CA 90095 310-825-4073 Fax: (310) 206-8012 Contact
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- UC Finance >
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- Central Travel Management >
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Travel Agencies
Central travel management.
Agencies participating in the UC managed travel program provide specialized services to university faculty, staff and guests. The travel agencies within the travel program offer access to the university's negotiated travel rates with airlines, cars and hotels. These agencies provide solutions that enhance the travel program and allow the university to attain greater service, savings and maintain duty of care obligations.
To access agency contact information and online booking tools, log in to the portal .
Services include:
- Option for airfare to be paid upfront so that the traveler is not out of pocket
- Booking tools that allow for all flights and carriers to be viewed in one matrix
- Automatically apply travel accident insurance coverage in the event of a medical emergency, natural disaster or other perilous events
- Reduced or waived airline change fees (based on ticket restrictions) on some of our preferred airlines
- Management of unused tickets (reduce loss of airfare credits)
- Provide 24/7 travel support, emergency hours and holiday support when traveling
BCD Travel combines the support of a full-service travel agency with the convenience of an online booking tool (Concur Travel) which is tailored specifically to meet the needs of University of California travelers.
Balboa Travel is a full service travel agency that has been successfully handling travel for UC San Diego. Balboa Travel combines the support of a full-service travel agency with the convenience of an online booking tool (Concur Travel) which is tailored specifically to meet the needs of UC San Diego travelers.
Anthony Travel is your complete resource for teams, coaches, athletic directors, staff and students. From helping teams deal with rainouts and figuring out how to move thousands of fans to bowl games, Anthony Travel is the foremost expert on all sports and university travel needs. They service the best athletic and campus-wide programs in the world.
Kahala Travel, a women owned small business, provides travel services to travelers with a Federal Contract or EPA Grant. Pilot program currently with UC San Diego travelers but will expand to other campuses in the near future.
- Back to all travel supplier programs
Book travel
ConnexUC is UC's secure portal for booking systemwide business travel with online booking tools that focuses on providing negotiated value, flexibility and convenience for UC business travelers in a single location.
- Log in to the Portal
- Learn more about booking options
- About Us
- Our Bruins
Arranging Travel
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In arranging for guests to travel to UCLA, you must coordinate closely with the guest and (usually) with the UCLA Travel Center.
Tickets can be purchased either by:
- the guest, who will then be reimbursed; or
- using UCLA Travel Center's Direct Billing System (DBS).
If the guest prefers to purchase his/her own ticket, make sure to instruct them to seek the lowest possible fare, and to keep all ticket stubs and receipts to be mailed back to you at the conclusion of the trip.
If the guest prefers to purchase his/her own ticket, it is your responsibility to see that the cost is indeed "the lowest possible" or is otherwise reasonable. In any case, reimbursement will not be possible unless the ticket meets UCLA policy. Assuring the cost of the ticket can be accomplished by agreeing to the cost beforehand, or by setting a dollar limit on what you will reimburse, or by letting your guest know that your center/program will only reimburse no more than the equivalent of a ticket that could be obtained through the UCLA Travel Center. Make your requirments clear to the traveler; avoid misunderstandings.
Meeting UCLA Policy
If you arrange a ticket through the UCLA Travel Center via the DBS, you can assume that the ticket meets UCLA travel policy. Furthermore, the Travel Center has available numerous discounted airfares (so called State fares, etc. -- see below), which will be of benefit to you and the traveler (since many of these special fares permit changes that are not available when tickets are bought on the market).
If the traveler purchases his/her own ticket, you cannot assume the ticket meets UCLA travel policy. All reimbursement is done through the UCLA Travel Center. If a ticket does not meet UCLA travel policy, you will have a problem: either the Travel Center will not reimburse the ticket, or it may reimburse it only partially, or there may be other difficulties. UCLA travel policy and procedure is available on the Travel Center website .
Exceptions to policy : Sometimes, for various reasons, you may want either to purchase a ticket that does not meet policy or reimburse such a ticket. In this case, you may may request a exception to policy by writing to Rebecca Beatty (Director of Business & Administrative Services) [email protected] . If you need an exception to policy, be sure to request and obtain it before you arrange for travel.
Non-resident Aliens: If your traveler is not a U.S. citizen or permanent resident, before committing to a ticket be sure you have taken all the steps necessary for the traveler to obtain the appropriate visa.
For more information and reservations, contact: UCLA Travel Center x62639
UCLA Travel Center
The UCLA Travel Center -- “The Official Travel Agency of UCLA” -- is responsible for:
- Processing and auditing of Travel Vouchers (soon to be replaced by Expense Reports)
- UCLA Travel & Entertainment Card -- A GE MasterCard is available to University travelers free of charge as a tool for charging business travel and entertainment expenses.
- Pre-Trip Authorization for Direct-Billed Airfare -- PTA enables centers/programs to order airline tickets and have the UCLA Travel Center make payment directly to the vendor, thereby relieving the traveler of any financial burden. The PTA System can only be used for tickets issued by the UCLA Travel Center. A PAC Order must be in place before any ticket can be issued. There is a service fee for tickets issued through the PTA
- Discounts and Contract Rates : The Travel Center has available a wide variety of discounted rates for air tickets, hotel, car rentals, etc.
HELPFUL HINTS
- Recent bulletins on travel information and policy, as well as University policy and procedures concerning travel, are on the Travel Center website
- UCLA contract air fares are unrestricted and not subject to limited seating: travelers may change flights, tickets may be returned for refunds, etc. Tickets bought on the market may, in some cases, be a few dollars cheaper, but in return they will likely have many restrictions.
- The Travel Center website has links to many valuable travel resources (foreign currency exchange rates, federal per diem rates, etc. etc.)
Published: Saturday, April 17, 2004
To subscribe to the Institute’s quarterly newsletter and monthly events calendar:
Campus maps, check in system.
UCLA International Institute
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Los Angeles, CA 90095-1487
Campus Mail Code: 148703
Tel: (310) 825-4811
Fax: (310) 206-3555
Email: [email protected]
Travel, Entertainment & Personal Reimbursements
Business travel, travel reimbursements, non-reimbursable travel expenses, travel insurance, entertainment.
- Travel & Entertainment Reimbursement Forms
- Travel Policy & Resources
Travelers are encouraged to use the UC Travel Center to make travel arrangements for your Business Trip. The UC Travel Center offers discounts and negotiated contract rates with several air carriers to those flying on University business. Travelers are also eligible for state rates, which apply to government travelers.
UCLA Travel Center https://www.travel.ucla.edu/ UCLA Travel Counselors: (310) 206-2639 or (800) 235-UCLA (8252) UCLA Travel Counselors: Email: [email protected]
UCLA Travel Guidelines https://travel.ucla.edu/news-events/ucla-travel-guidelines/ UCLA Travel Resources Page https://www.travel.ucla.edu/additional-resources/
Departmental Response Times:
Your dedicated fully-remote staff will respond within 48 hours from the time they receive your request.
UCLA Travel Accounting Response Times (Travel Reimbursements):
It generally takes UCLA Travel Accounting 8-12 w eeks to process payments on all orders and reimbursements. Please plan events and notify your vendors well in advance to avoid penalties or disallowances.
TRAVEL POLICIES
- Direct Billed Airfare
- Personal Funds
- Payment on Behalf of Others
- Internet Package Deals
- Domestic Meals & Incidental Expenses
- Transportation
- Other Travel Expenses
- Foreign Per Diem
- Travel for 30 consecutive days or longer : Please contact your assigned fund manager to discuss your travel plans prior to planning your trip.
University travelers can request reimbursements for travel expenses after the business trip is completed. All travel reimbursement requests must be submitted to Financial Services within 21 days of the completed trip.
For travel reimbursements submitted after 60 days of the travel or event, the total amount of travel expenses may be imputed as income to the employee on the employee’s W2 unless there is a reasonable justification for the late submission. In all cases, if the submission is made more than 6 months after the end of the trip or event, income will be imputed on the employee’s W-2.
- How to Claim Reimbursement (January 2022)
- Required Documentation for Travel Reimbursements (May 2023)
Concur/New Express (May 2021):
- UCLA Concur QRG – Adding Delegates
- UCLA Concur QRG – Acting as a Delegate
- UCLA Concur QRG – Creating a New Expense Report
- UCLA Concur QRG – Creating a Report for a Guest
- UCLA Concur QRG – Creating a Report from a Request
- UCLA Concur QRG – Creating and Submitting a Request
- UCLA Concur QRG – Updating Your Expense Profile
- UCLA Guest Profile Creation
As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses:
- Airfare issued by non-U.S. carrier
- First class airfare
- Personal telephone calls
- Tipping over 20%
- Rentals: GPS navigator charges
- Rentals: Vehicle upgrades
- Rentals: Renting large cars need strong justification (only rent compact or intermediate sized vehicles)
- Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
- Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
- Internet package deals- see section in Business Travel section above
- T&E Card Late Fees are not reimbursable
- Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.
- Meals when travel is less than 24 hours and does not involve hotel stay.
Travel Insurance & Emergencies : UCLA Office of Insurance and Risk Management
- Safe Travels – Includes Emergency Number & Policy Numbers
- Student Travel Safety Passport – Includes Emergency Number & Policy Numbers
All University travelers, including employees, faculty and students, are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes accidental death and dismemberment. The coverage also includes travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.
The carrier, ACE USA, is highly rated and provides insurance products and services throughout the U.S. and around the world. In addition, ACE works with iJet Intelligent Risk Systems to provide travelers with practical destination intelligence and real-time travel alerts.
Booking travel through Connexxus automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the UC Trips website and complete the Traveler Insurance form before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.
Business meals and entertainment expenditures in all instances must clearly identify the benefit to the University even when unrestricted funds are being used. University policy requires that documentation for entertainment should include a business purpose, cost, attendee list, and itemized receipts for reimbursement. In addition, the expenditure of funds for entertainment should be cost effective and in accordance with the best use of public funds.
- How to Place Entertainment Food Orders
- How-to-Claim-an-Entertainment-Reimbursement
- Entertainment Payment Process
- Approval of Advance Payment for Events
- Luskin Travel, Entertainment, & Reimbursement Form (v. 03.06.23)
- Travel Advance Request Template May 2023
- UCLA Travel Advance Form May 2023
- Travel Voucher May 2023
- Missing Receipt Affidavit May 2023
Travel Policy & Resources
G-28, Policy and Regulations Governing Travel BUS-79, Expenditures for Entertainment, Business Meetings & Other Occasions BUS-81, Insurance Programs Travel Security & Health Coverage Benefits
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Travel Insurance
Trip registration is required for those traveling on official University business off-campus (>100 miles) or internationally. Accurate information on travel plans is needed in order to deliver the services and protections the travel insurance policy offers. University travelers include employees, medical residents, students, fellows, and guests with travel paid by the University.
If you are a travel arranger or international program manager, contact our office to join our travel alert listserv.
The following information will help you to plan your trip and connect you to resources to help ensure your safety while traveling.
Register a Trip
Travel registration does not guarantee that your trip is eligible for travel insurance coverage.
* UC employees must be on approved university business during which they will be compensated by the university. * UC students must be participating in a UC sponsored and supervised off-campus activity that meets the policy definition of a ‘covered activity.’
Travel to these countries, and interactions with organizations or individuals in them, are highly regulated. Prior to traveling, special permission from the U.S. government in the form of a license may be required for any of the following activities: * Financial transactions * Providing a service (of any kind) * Conference attendance or presentations * Conducting research * Education or outreach * Hand carrying laptops, equipment, material or information as part of your travel You must coordinate with UCLA Export Control before travel to these sanctioned counties to ensure that the appropriate compliance steps are taken.
Special notice on medical services: payments for medical services in this country cannot be processed by UC’s travel assistance provider. Travelers must make any medical care payments out of pocket and submit a claim for reimbursement within three months after the service date.
To request a certificate of insurance to acquire a visa, demonstrate coverage for COVID-19, or any other reason, please send the following information to [email protected] :
First and last name Affiliation with UC (student, employee, etc.) Date of birth Dates of travel Travel destination (country or countries to be visited) Additional Information as requested by the travel destination’s embassy
Please allow 3-5 business days for your insurance certificate request to be processed. You will receive it as a PDF document attached to an email.
Planning a Trip
Global travel tips concerning security, health, culture, transportation, legal, financial and language are readily available by using your UCLA Single Sign-On password at: http://ermsp.ucop.edu/uctrip .
As always, be sure to register your travel . This will ensure that the University and our travel partners can provide you with information and services important to your security, health and safety, both before and during your travels.
The Worldcue App provides travel intelligence and assistance while on-the-go.
To obtain the app:
- Search for “Worldcue Mobile” from the App store or Android Google Play and download the app. - Sign In to the Worldcue App using your activated Traveler username and password. - The Worldcue app
Important Worldcue Mobile App utilities: - Hotline Button: Use this button to connect with University of California's 24X7 Hotline Center in the event of an incident.
You are required to submit a field safety plan before going into the field!
Mobile Devices and Data Roaming Charges
If you are traveling internationally and plan to use your mobile device for email, please contact the UCLA Mobile Program at [email protected] to add international features before you leave the country. Data roaming charges without a plan are very high and are applied if international data roaming is turned on, whether or not you actually use your email or web browser. Data Restrictions
If you are traveling with electronic devices, it is important to take steps to protect and secure information stored on those devices. Consider some of the following steps to protect your information: * Leave your data or laptop at home or use a loaner laptop wiped clean before your trip * Backup your data * Use a Virtual Private Network (VPN) * Password protect (secure) or encrypt (more secure) your hard drive * Maintain physical control of your devices at all times, or secure them in a locked desk or hotel safe to prevent theft or unauthorized access * Only connect trusted items to your devices (e.g. thumb drives or wireless devices) * Contact your local IT administrator for assistance if needed. Hand carrying computers, research materials, samples or equipment When you travel abroad, everything you take with you is an export including hand carried equipment, research materials, and unpublished or proprietary information or data. UCLA Export Controls can determine whether an export license is required to travel with these items.
If you are traveling to an area with additional health risks , you are encouraged to visit a travel clinic in advance of your travel. It is recommended that you schedule a visit as soon as possible in case multiple rounds of vaccines are required.
Employees can make an appointment with UCLA’s Occupational Health showing proof of UCLA travel registration or may visit another travel clinic provided by your health insurance program. Please ensure your appointment is at least 2 or more weeks in advance of your departure.
If you are a Student qualified for Ashe Center visits, you may visit their travel clinic for health advice and vaccinations while traveling.
Travel Insurance and Filing a Claim
* Coverage for domestic (US) travel is limited to medical evacuation and eligible medical expenses when you have an accident during or while traveling to/from a covered activity* (conditions apply). US health insurance is the primary source of insurance for such accidents.
NOTE - There is coverage for certain students who are injured while participating in certain on-campus activities. Contact your campus Risk Management office for more information.
*Coverage for international travel is more extensive and may include medically necessary care for accidents and illnesses, mental health counseling, medical and security evacuation, trip delay/cancellation/interruption (conditions apply), and personal property coverage*. * Travel insurance only covers trips 365-days in length. If an assignment abroad will last a year or more, contact your US health insurance administrator to see if the policy has a global component. For example, Anthem Blue Cross PPO has the Global Core Program. All treatment received internationally will be considered ‘out of network’ and pre-approvals are required for most non-emergency treatments. *Travel insurance coverage, including security evacuations, may be limited in countries with comprehensive OFAC sanctions due to restrictions on doing business in those countries. Even if you get a license to travel there, you will likely have to cover any medical or security costs out of pocket. definition of a ‘covered activity.’
Getting Help While Traveling
If you need assistance while traveling use the policy number on your travel insurance card and contact:
AXA Assistance 1-630-694-9804 (From anywhere in the world) 1-855-327-1420 (From within the US) [email protected] Include your full name, UC campus, UC affiliation (ex. UC student or UC employee), current location, details of the assistance needed, and how they should get in touch with you.
Worldcue App
To obtain the app: - Search for “Worldcue Mobile” from the App store or Android Google Play and download the app. - Sign In to the Worldcue App using your activated Traveler username and password. - The Worldcue app Important Worldcue Mobile App utilities: - Hotline Button: Use this button to connect with University of California's 24X7 Hotline Center in the event of an incident.
- Trip Registration through Away
- Guidelines for UCLA Students Traveling Abroad
- UC Field Operations Manual
- Connexxus Portal
- Travel Center Staff Directory
- Helpful Travel Planning Links
- UC Personal Travel Program
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Phone: (310) 794-6948 Fax: (310) 794-6957
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UCLA Express
Latest Updates
Express email notifications and reminders are sent to the email address listed as the Work Email for the employee in the campus directory . If your email appears as “ notavailableinconcur.ucla.edu ” in Express or if you want to change your Express email, please contact your Department Directory Coordinator to request that they update your Work Email . After, Department Directory Coordinator update your work email in the online directory it will take ‘up to 72 hours’ to update in Express . More information, including a list of Directory Coordinators can be found in the Update Directory Listing section of the campus directory.
Please Note:
Employees cannot update the Business Email through UCPath self-service, this must be done through the Directory Coordinator.
The field called ‘ E - mail ’ in the Campus D irectory is recorded as the Business Email next day in UCPath.
Email addresses marked as Campus Email within the UCPath System are not used for the Express System .
Express emails will be sent from an @concursolutions.com domain. Please ensure your spam/junk mail settings are updated to allow these as a safe sender.
Notifications sent from: [email protected]
Reminders sent from: [email protected]
Users can change the email notifications they receive under their Profile Settings > Expense Preferences and/or Request Preferences . There are different email notifications based on whether it is an expense report or a request.
If an employee has given permission for a delegate to receive emails on their behalf, the delegate will be copied on all email notifications and reminders. Users can change their delegate’s email permissions under Profile Settings > Expense Delegates .
Supervisors are copied on certain email reminders; this setting cannot be changed. Express email notifications and reminders are sent to the email address listed as the Business Email for the employee in UCPath. If your email appears as “ notavailableinconcur.ucla.edu ” in Express, please contact your department HR to request that they update your Business Email in UCPath. Employees cannot update their Business Email through UCPath self-service. Note: Campus Email addresses from UCPath are not used for Express.
Express emails will be sent from an @concursolutions.com domain. Please ensure your spam/junk mail settings are updated to allow these email addresses as safe senders: [email protected] [email protected]
Travel & Entertainment Card
Use of the Travel & Entertainment (T&E) Card is limited to business travel and event expenses that will be paid directly from the University to US Bank via expense report. The T&E Card should not be used for other types of business expenses and should never be used for personal charges of any kind.
All T&E Card transactions must now be accounted for in the new Express. A cardholder can no longer use the T&E Card, pay US Bank directly (out of pocket), then remove the transaction like they could in the legacy Express.
To account for a T&E Card transaction that the cardholder personally paid to the bank, the transaction must be attached to an expense report and assigned to the “Personal Expense” expense type. Selecting Personal Expense indicates that no payment should be made from the University to US Bank. Selecting Personal Expense for a T&E Card transaction does not necessarily mean that the expense was not for business, but it accounts for the transaction without sending a payment to the bank.
Please note that an expense report cannot be submitted if the only line items on the report are all Personal Expenses (the user will see a red “Action Required” exception message). Personal Expense transactions should be attached to a report in a timely manner, but the report should be held until there are other valid business expenses ready to submit. The Personal Expenses would be combined on the same expense report as the next available business expenses. The trip/event for the next valid business expenses is what the header information (purpose, destination, justification, date range) should be updated to. Be advised that the cardholder (and any delegates who have permission to receive their emails) will continue to receive periodic email reminders until this is resolved by submitting a valid report.
Direct Billed Airfare
Airfare and UCTC service fee charges that are paid via direct billing are also now reconciled via Express. Users will see these company card transactions along with their T&E Card transactions when completing an expense report. To account for these direct bill charges, the company card transaction(s) must be added to an expense report and an approved request must be linked. The transactions can be added to the report as soon as they are available, but the report should not be submitted until after completion of the trip. Any out of pocket or T&E Card transactions should included on the same report, to provide a full accounting of the trip or event.
Please refer to the Quick Reference Guides for detailed Instructions on how to create a report from a request and how to attach company card transactions.
Create a Report from a Request QRG
Add University Card Transactions to an Expense Report QRG
The UC Travel Center (UCTC) will advise you if your ticket may qualify for a refund. Refunds are not guaranteed, and airlines may change their refund policy at any time without notification.
If your ticket may qualify for a refund, you will need to create a Request to cover the applicable airline and UCTC service fees.
Specific instructions for how to format a refund request are available here:
Create Request for a Ticket Refund
Learn Express
Getting Started
Planning & Booking Travel
During a Trip
After a Trip
Guest Reimbursements
Concur Mobile App
Resources & FAQs
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an Approver
a Dean/Executive
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Graduate Student Travel
Here are the steps you should take as early as possible, but no later than a month before the travel will occur:
Complete the travel application form and submit it to the Assistant Director.
Once you have been approved, contact Tabia Shawel, Assistant Director, will contact you to discuss your trip. You have two options:
- You may make your arrangements with the UCLA Travel Center. The Bunche Center processes a purchase order for airfare payment.
- You may incur the cost of the airfare and be reimbursed after the travel is completed. You must provide an original receipt.
Hotel arrangements should be made as soon as possible.
- If the hotel will require payment at the end of your stay, you may incur the cost and be reimbursed by submitting an original receipt.
Any ground transportation expenses you incur may be reimbursed by providing original receipts upon your return.
Travel must be reconciled within 10 days of the end of your trip. Please be prepared to submit the original receipts.
Note: Non-reimbursed items include registration, auxiliary expenses-including: telephone charges, food, liquor, etc.
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REQUEST BROCHURES
Please provide your mailing address so we can send the brochures you request. Note that most brochures are not available until six to ten months prior to departure. If the brochure is not yet available, you will be added to a list and will receive the brochure as soon as it becomes available.
The Galápagos Islands
Land of the Rising Sun
Dutch Waterways
Paradores & Pousadas
Italy's Magnificent Lake District
Historical Baseball
Croatia & Cruising the Dalmatian Coast II
UCLA Grad Trip
Oregon Shakespeare Festival
Machu Picchu to the Galápagos
North Sea Escapade
Machu Picchu to the Galápagos II
Exploring Iceland
Cruise the Rhine and Moselle Rivers
Discover the Canadian Rockies by Rail
National Parks & Lodges of the Old West
Grand Cities of Central Europe
Easy Company: England to the Eagle’s Nest
Italy - Tuscany & Emilia-Romagna
In the Footsteps of St. James: El Camino de Santiago
Emperors, Conquerors & Saints
Andalucia in a Parador
Wonders of the Arctic
Classic Greece & Italy
Island Life in Greek Isles and Ephesus
Polar Bears of Churchill
Bali, Singapore, Thailand & Angkor Wat
Moroccan Discovery
Iceland & the Northern Lights
Antarctica Direct: Fly the Drake Passage
Chilean Wonders – Lake District & Patagonia
Holiday Markets Cruise - The Festive Rhine River
Journey through Vietnam
New Zealand Adventure
Egypt & the Eternal Nile
Great Southern Lands of Australia & New Zealand
Cuba & Its People
Journey to Southern Africa
Panama Potpourri
Focus on Japan
Finland - Arctic Magnificence
Insider's Japan
Insider’s Japan II
Casablanca to Lisbon plus Andalusia
Northern Italy
Istanbul & the Turquoise Coast
Cruise the Heart of Europe
Blooming Mediterranean
Montenegro & the Bay of Kotor plus Dubrovnik
Flavors of Tuscany
Essential France: Provence to Paris
The Charm of the Amalfi Coast
Circumnavigation of Iceland
Classic Safari: Kenya & Tanzania
Classic Safari: Kenya & Tanzania II
Discover Southeast Alaska
Far North Explorer
Treasures of Peru
Scotland: Highlands and Islands
Grand Danube Passage
Enchanting Gems of Austria: Graz & Salzburg
Vancouver to Toronto by Rail
Africa's Wildlife
Across Spain & Portugal
Grand Seine River & Normandy Passage
Northern Lights and the Wildlife of Northern Manitoba
Croatia & Cruising the Dalmatian Coast
Romance of the Douro River
South Korea & Japan
Fall Tableau of Canada & New England
Palazzi & Rivieras
Exploring Australia & New Zealand
Vienna: Art of Living
Timeless Islands of the Mediterranean
Antiquity to Anatolia
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Travel Authorization
Exchange Visitors need the following documents to enter the U.S. from a trip abroad:
- Valid passport
- Valid J-1 visa stamp (except when returning from Mexico, Canada or adjacent islands after a trip lasting no longer than 30 days)
- Valid DS-2019 form with a travel validation signature to re-enter the U.S. after a trip abroad
The travel validation signature is valid for 1 year and accommodates multiple trips within the 1 year. In order to obtain a travel validation signature, the Exchange Visitor must fill out the the J-1 Travel Authorization Request Form. The Dashew Center will email you an updated DS-2019 form with travel signature. Further information is provided on the request form:
- J-1 Travel Authorization Request Form
Automatic Visa Revalidation allows J-1 holders to enter the U.S. from Canada, Mexico, or one of the adjacent islands to the U.S. (other than Cuba) on an expired J-1 visa and valid DS-2019 if the trip is not exceeding 30 days. If you meet one of the following criteria, you will NOT be able to use the automatic revalidation rule.
- You applied for a new J-1 visa while being out of the U.S. and it has not been issued.
- You applied for a new J-1 visa and were denied.
- You have a terminated or completed SEVIS record.
- You have been out of the U.S. for more than 30 days.
- You are a citizen from one of the following countries: Cuba, Iran, Sudan, Syria, North Korea
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If you need to book a flight before your Concur profile has been updated DO NOT BOOK ONLINE, call the UC Travel Center at (310) 206-2639 or email [email protected]. UCLA Express Learn About Express
Ways to Make Travel Reservations with the UC Travel CenterFor air, hotel, car rental, car & driver service, or assistance with meeting or conference planning, you have the following options.Option 1Contact a UC Travel Center expert to receive personalized service by calling (310) 206-2639 or (800) 235-8252. You will hear prompts:
Ways to make travel reservations with UC Travel Center. Contact our travel experts to receive personalized service. Call: (310) 206-2639 or (800) 235-8252. Email [email protected]. (link sends email) Use our Concur Online Booking Tool. - For UCLA users - Go to www.travel.ucla.edu and click on UCLA Concur Online Booking Tool.
Three ways to book air travel with UC Travel Center. Call to speak with a Travel Counselor at (800) 235-8252 or (310) 206-2639. Email your travel request or inquiry at [email protected]. (link sends email) A UC Travel Counselor will reply to your request. Make travel reservations using UC Travel Center online booking tool 24/7.
The Travel Center at UCLA offers airline tickets, car and hotel reservations, and other travel services for University travelers at discounted prices. Learn how to apply for a T&E MasterCard, use the Corporate Travel Card, and access cash advances through the Travel Center.
UCLA Travel Arrangements UCLA Travel. Phone: (310) 206-2639, (800) 235-UCLA (8252) Email: [email protected] Website: UCLA Travel Services ORA Contact. Aiza Almario (310) 206-3368 Allynn Lewis (424) 259-5039. Online booking is available through the Concur portal using your UCLA Log-On ID (Single sign-on). Please contact Allynn Lewis for instructions to update your profile in the portal.
primary purpose of the trip must be UCLA business, not personal. d. Travelers should seek advance approval for trips longer than 30 days. e. The UC Travel Center can assist with all airfare tickets and advise travelers on how to comply with University policy and campus guidelines. Travel Center staff are trained in
Additionally, the University provides a travel accident policy for students traveling on University business through UC Office of the President. Learn More about UCSHIP. Scheduling. Appointments: Patient Login or (310) 825-4073. Hours. View our Hours of Operation. Location. Ashe Center. What to Bring. BruinCard; Complete the Clinical Questionnaire
Travel Agencies. Agencies participating in the UC managed travel program provide specialized services to university faculty, staff and guests. ... UC Travel Center (UCLA Travel) is a full-service travel agency that offers personal service via phone or email with an online booking tool (Concur Travel) to complement their variety of services. ...
HELPFUL HINTS. Recent bulletins on travel information and policy, as well as University policy and procedures concerning travel, are on the Travel Center website ; UCLA contract air fares are unrestricted and not subject to limited seating: travelers may change flights, tickets may be returned for refunds, etc. Tickets bought on the market may, in some cases, be a few dollars cheaper, but in ...
Travelers are encouraged to use the UC Travel Center to make travel arrangements for your Business Trip. The UC Travel Center offers discounts and negotiated contract rates with several air carriers to those flying on University business. Travelers are also eligible for state rates, which apply to government travelers.
The UCLA Travel Center can pay your airfare in advance via the direct billing system. UCLA will pay for the least expensive business class ticket for those travelers with a pre-approved justification to travel in business class. UCLA will pay for the least costly first-class ticket if the aircraft does not have business class.
Land of the Rising Sun. MAR. 30 - APR. 13, 2024. Asia UCLA faculty Mild Activity Cruise. Almost Sold Out.
Overview. Trip registration is required for those traveling on official University business off-campus (>100 miles) or internationally. Accurate information on travel plans is needed in order to deliver the services and protections the travel insurance policy offers. University travelers include employees, medical residents, students, fellows ...
Travel and Tropical Medicine office in Westwood. 200 Medical Plaza, Suite 365-C. Los Angeles, CA 90095. (310) 206-7663 Appointments and information. Get map and directions. Travel Clinics: UCLA travel medicine clinics, offer a full range of services for departing travelers including immunizations, malaria chemoprophylaxis, and specialized ...
If you need to book a flight before your Concur profile has been updated DO NOT BOOK ONLINE, call the UC Travel Center at (310) 206-2639 or email [email protected]. Minor Express System Update In preparation for Concur Expansion efforts, minor Express system updates were moved to production on March 22, 2023.
Complete the travel application form and submit it to the Assistant Director. Once you have been approved, contact Tabia Shawel, Assistant Director, will contact you to discuss your trip. You have two options: You may make your arrangements with the UCLA Travel Center. The Bunche Center processes a purchase order for airfare payment.
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The Dashew Center will email you an updated DS-2019 form with travel signature. Further information is provided on the request form: J-1 Travel Authorization Request Form. Automatic Visa Revalidation allows J-1 holders to enter the U.S. from Canada, Mexico, or one of the adjacent islands to the U.S. (other than Cuba) on an expired J-1 visa and ...