Reimbursement Requests

Faculty in the Department of Emergency Medicine should use the form linked at the bottom of this page to request reimbursement for travel, memberships, and other business purchases. Please review the requirements below before proceeding to the form. Our goal is to process reimbursement requests within 15 business days of submission (excluding processing time by UCLA Accounts Payable).

Initial Setup Requirements

Please designate Melissa Leal as a delegates in Concur so she can input and process your reimbursement request. You will only need to do this once.

  • Academic Emergency Medicine faculty: Please also designate Nathalia Rodriguez as a delegate in Concur.
  • CPC staff & program faculty: Please also designate CJ (Cattleya) Pia as a delegate in Concur.

This tip sheet describes navigating to your profile and adding a delegate.

Purchase Requirements

If the reimbursement request is for a purchase, it must meet the following requirements:

  • Must be for an approved business purpose
  • Must not exceed your allocated budget for purchases
  • Must include all required documentation described below
  • Must not be for a computer, hardware, or software. (These items must be must be requested through DGIT's order form.)

Travel Requirements

If the reimbursement request is for travel expenses, it must meet the following requirements:

  • Must be for an approved business purpose
  • Must include all required documentation described below
  • Must be within the University's approved travel expense allowances
  • Mileage may not be reimbursable if other transport is less expensive and must reflect the shortest drive from origin to destination
  • Detailed travel reimbursement guidance is available here.

Required Documents

For each item to be requested for reimbursement, please include:

  • The itemized receipt for the purchase, showing itemization of items purchased, taxes, service fees, full payment amount, and method of payment
  • A redacted credit-card statement if purchased by card, showing the posted (not pending) purchase amount. (Please leave your name visible, but redact your account information, address, etc.)

Please attach each required document as a separate PDF or JPEG rather than combining multiple required documents in a single PDF. We recommend the Adobe Scan mobile app to capture receipts with your phone camera.

Start Reimbursement Request