Follow UCLA policy & procedures
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:
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.
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@example.com. 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
The UCLA Travel Center -- “The Official Travel Agency of UCLA” -- is responsible for:
Published: Saturday, April 17, 2004
© 2014. The Regents of the University of California. All rights reserved.