Travel & Entertainment Pre-Approval Process

Overview and University Guidance

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

The travel and entertainment guidelines outlined in the May 13, 2025 memo are primarily intended to reduce non-essential travel and entertainment. 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.

Please note that 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.

For additional information, please refer to new travel and entertainment guidelines. 

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 will not pay for or reimburse meals involving only UCLA employees unless the business purpose cannot be accomplished during working hours. For example, a breakfast, lunch, or dinner meeting involving two or more UCLA employees is generally not reimbursable under this guidance.
  • 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 cease providing sponsorships for events hosted by other 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.

How to Request Pre-Approval

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

Download Here: Pre-Approval Request Form

Step 2: Confirm your funding source

Contact your Fund Manager to confirm the appropriate funding source and obtain the applicable FAU (Full Accounting Unit).

Step 3: Submit your request for review

Email the completed pre-approval request form to the CFO and Controller at SONDLBusinessManagement@sonnet.ucla.edu, copying your Fund Manager.

Step 4: Allow time for review and approval

The CFO and 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 your approved form

Keep a copy of the approved pre-approval request form and include it with your reimbursement submission, along with all required receipts and supporting documentation.

Important Deadlines and Reminders

  • Submit 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.
  • Keep your documentation: Retain the approved pre-approval form and submit it with your reimbursement request and all required receipts.