Policies and Procedures
A Word About University Travel Policy
These days, many people use Internet hotel and travel sites such as Orbitz and Expedia to purchase travel packages for University-related business trips. If you do, be sure to get appropriate documentation of your purchases. Under University policy and Internal Revenue Service regulations, all receipts submitted for reimbursement must be itemized. In other words, your receipt must clearly break down charges according to the separate costs of your flight, your hotel stay, etc. If it does not, you will not be reimbursed. Please be aware there will be no exceptions to this policy. Please keep this policy in mind and purchase travel packages only from Internet vendors that include detailed documentation of all their charges. For more information about this and other University travel policies, visit www.travel.ucla.edu and then the links to “Procedures & Policies” and/or “Memos & Newsletters.”
About Outside Vendor Contracting—Did You Know?
Over the years, the accounting office has fielded numerous questions about whether employees can be contracted as outside vendors. Two frequently asked questions are: “Can we use an employee’s catering services for a conference event?” and “Can we use an employee’s printing services to create our mailers?”
The University policy governing the answer to these questions is clear. California law prohibits university employees (or entities in which the employee has a financial interest, or from which the employee receives compensation) from contracting with any University department to provide goods or services as an independent contractor. This means that a person with a side business or who performs services outside of the university cannot be paid using any type of university funds other than through the payroll system.
Although UC employees with teaching or research responsibilities are exempted from this law, they are still subject to University guidelines for employee-vendors and other UC conflict of interest policy. For more information about this law (SB 1467), please refer to the Purchasing website at www.purchasing.ucla.edu.