Orders & Reimbursements

Orders and reimbursements are processed by Yayoi Robinson, please send questions to ysroth@ph.ucla.edu 

Purchasing Goods & Services

For all orders, please fill out the EHS order form and submit the completed form to Yayoi Robinson.

  • All sections in blue should be filled out
  • Quote/invoice (if applicable)
  • Business justification
  • Details of the good(s) to be purchased
  • Verify FAU (account number) is accurate
  • PI approval signature or PI email authorization 
  • Note: federally funded purchases of $10,000 or more and non-federally funded purchase of $100,000 or more require a Source Selection & Price Reasonableness Justification Form 

Non-Travel Reimbursements

To request reimbursement for a business expense which would have normally been purchased by our business team using University funds but instead has been purchased by an individual using personal funds, please fill out the EHS Reimbursement Form and submit the completed paperwork to Yayoi Robinson.

  • All sections in blue should be filled out
  • Business justification
  • Verify FAU (account number) is accurate
  • PI approval signature
  • Original receipts should be taped to an 8½ x 11 sheet of white paper 
  • The receipt must show proof of payment (amount paid and method of payment)
  • If the receipt does not show proof of payment include a redacted credit card statement 
Please Note:
  • When possible, orders should be processed by our purchasing team to ensure policy compliance.
  • Not all items purchased are reimbursable and services should never be paid by University.
  • Services should never be paid by University employees. University policy requires that departments use appropriate procurement methods such as Low-Value Orders (LVOs) or Purchase Orders (POs)
  • Before incurring a personal expense please consult with Yayoi Robinson in 56-070 CHS. 

Travel Reimbursements

University travelers can request reimbursements for travel expenses at the conclusion of a business trip. Please fill out the EHS Travel Reimbursement Form and submit the completed form along with itemized receipts showing proof of payment to Yayoi Robinson within 21 days of the end of the trip. 

  • All sections in blue should be filled out
  • Business justification
  • Verify FAU (account number) is accurate
  • PI approval signature 
  • Original receipts should be taped to an 8½ x 11 sheet of white paper and should be organized by date
  • The receipt must show proof of payment (amount paid and method of payment)
  • If the receipt does not show proof of payment include a redacted credit card statement 
Please Note:
  • Effective October 15, 2017, the maximum for Meals & IE is $62/day and for Domestic Lodging is $275/day
  • Meals are only reimbursable with an overnight stay that is at least 40 miles away from the University or traveler's home. The Meals & IE limit is based on actual cost; the cap should not be treated as a per diem. 
  • Lodging receipts must be itemized and show a zero balance. 
  • When an original receipt is lost and all measure to obtain a duplicate has been exhausted please include a statement on a separate sheet of paper explaining why the receipt is not available, certify the amount shown is the amount paid, and that the traveler will not seek reimbursement from any other source.

Mileage Reimbursements 

To request reimbursement for the use of a personal vehicle for business purposes, please fill out the EHS Mileage Reimbursement Form and submit the completed form to Yayoi Robinson.

Entertainment Reimbursements 

Business meals and entertainment expenditure must clearly identify the benefit to the University event when unrestricted funds are used. To request reimbursement please fill out the EHS Entertainment Reimbursement Form and submit the completed form along with itemized receipts showing proof of payment to Yayoi Robinson
  • All sections in blue should be filled out
  • Business justification
  • Verify FAU (account number) is accurate
  • PI approval signature 
  • Original receipts should be taped to an 8½ x 11 sheet of white paper 
  • The receipt must show proof of payment (amount paid and method of payment)
  • If the receipt does not show proof of payment include a redacted credit card statement 
Please Note 
Maximum per person rates as of January 1, 2016:
  • Breakfast $27
  • Lunch $47
  • Dinner $81
  • Light Refreshments $19