Travel & Entertainment Pre-Approval Process

1. Overview and University Guidance

In response to UC President Drake’s directive to implement cost-saving measures and in anticipation of potential reductions in government funding, UCLA is taking steps to reduce discretionary spending while continuing to support the University’s academic mission.

As outlined in the May 13, 2025 memo, the University’s travel and entertainment guidelines are intended primarily to reduce non-essential travel and entertainment expenses. Faculty, researcher, and student travel for scholarly purposes remain unaffected.

Pre-approval is required for travel and entertainment expenses for which University payment or reimbursement is requested.

These guidelines apply to all funding sources, including self-supporting programs, campus recharges, and federal, gift, and endowment funds. Expenses for which no University payment or reimbursement is requested are excluded from the pre-approval requirement.

For additional information, please refer to the University's updated Travel and Entertainment Guidelines.

2. Examples of Non-Essential Travel and Entertainment

  • Employee meals: In accordance with BFB-BUS-79, Expenditures for Business Meetings, Entertainment, and Other Occasions, the University generally will not pay for or reimburse meals involving only UCLA employees unless the business purpose cannot reasonably be accomplished during regular working hours. For example, breakfast, lunch, or dinner meetings attended solely by two or more UCLA employees are generally not reimbursable under these guidelines.
  • Departmental meals and other expenditures: These may be allowable but are limited to once per quarter per group, subject to applicable University guidelines.
  • Sponsorships: Units should discontinue providing sponsorships for events hosted by external organizations.
  • Retreats and team-building activities: Retreats or team-building trips requiring lodging or airfare are not allowable and should instead be conducted locally. These activities are also limited to once per quarter per group.

3. How to Request Pre-Approval

Follow the steps below to obtain pre-approval for travel and entertainment expenses. 

Step 1: Complete the Travel & Entertainment Pre-Approval Request Form

Download Here: Pre-Approval Request Form

Step 2: Send Completed Pre-Approval Request Form to Fund Manager

Send the completed form to your Fund Manager, who will confirm the appropriate funding source and applicable Full Accounting Unit (FAU).

Step 3: Fund Manager Submits the Request For Approval 

Your Fund Manager will email the completed request to the CFO and/or Controller at SONDLBusinessManagement@sonnet.ucla.edu, copying you on the submission.   

Step 4: Allow Time for Review and Approval

The CFO and/or Controller will review the request and respond with a decision within two business days. Requests requiring additional approval from UCLA Travel Accounting may take longer. Employees should plan accordingly and submit requests well in advance of their anticipated travel or event.

Step 5: Retain the Approved Form

Keep a copy of the approved Pre-Approval Request Form. When submitting your reimbursement request, include the approved form along with all required receipts and supporting documentation.

4. Important Deadlines and Reminders

  • Submit requests early: Requests should be submitted as early as possible and no later than two weeks before the planned travel or event.
  • Allow sufficient review time: The standard review period is two business days, but additional review by UCLA Travel Accounting may extend the timeline.
  • Meet the reimbursement deadline: Reimbursement requests must be submitted within 45 days of the conclusion of the travel or event.
  • Retain supporting documentation: Retain the approved pre-approval form and submit it with your reimbursement request and all required receipts.
  • Obtain approval before incurring expenses: Ensure the required pre-approval has been obtained before proceeding with planned travel or entertainment expenditures.

Following this process helps ensure compliance with University guidance, appropriate use of funding, and timely processing of reimbursement requests.