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 add the following as delegates in Concur so we can input and process your reimbursement request. You will only need to do this once.
- All Emergency Medicine & CPC faculty and staff: Please designate Melissa Leal as a delegate in Concur.
- Academic Emergency Medicine faculty: Please also designate Wendy Gonzalez Ortiz 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
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Detailed travel reimbursement guidance is available here.
Please note that as of June 23, 2025 the University has prohibited use of department funds for discretionary travel and employee meals (apart from meals during approved travel). Grant funds may be used for travel & meal expenses if the expenses are necessary for fulfillment of the grant obligations. UCLA has published details of the new travel & entertainment restrictions 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.