UCLA reimbursements are processed through the Concur system. Review the Lifecycle of a Non-T&E Reimbursement for the end-to-end non-T&E experience.
Certain expense types and amounts require pre-approval prior to being made as an out-of-pocket purchase.
The exception request form streamlines this pre-approval requirement and should be submitted at least one week before the associated purchase is made. Review the How to Request an Exception training guide for additional information.
• UCLA Policy 740: Purchasing Goods & Services
• UCLA Policy 741: Low-Value Purchases
• Common Non-T&E Reimbursement Restrictions
• The Lifecycle of a Non-T&E Reimbursement
• Concur Expansion: Non-T&E Reimbursement Info Session
• Expense Type Matrix
• How to Update Concur Email Settings
• Activate e-Receipts
• Concur Mobile App Guide
• Concur Glossary
Concur Training Guides
• How to Add/Remove a Delegate
• Acting as a Delegate
• Creating a Guest Profile
• Creating an Expense Report for a Guest
• How to Request an Exception
• Creating a New Expense Report
• How to Assign an Expense Type
• Add a Cash/Personal Card Expense to an Expense Report
• How to Add Recipients to an Expense
• How to Attach Receipts to an Expense
• COMING SOON! Methods for Adding Receipts to Concur
• Working with Missing Receipt Declarations
• How to Allocate Expenses
• How to Add a Favorite Allocation
• How to Submit a Report
• How to View an Account Code in Concur
• Object Code to Account Code Mapping
• How to View the Approval Workflow
• How to Check the Status of a Reimbursement
• COMING SOON! Concur Reporting for Managers and Approvers
To ensure compliance with IRS rules, non-T&E reimbursements must be submitted within 60 days of the date the expense was incurred. Reimbursements submitted after 60 days will be reviewed on a case-by-case basis.
All non-T&E reimbursements must have an original itemized receipt showing proof of payment (i.e., the amount paid and method of payment). If the receipt does not include this information, a secondary document is required. Preliminary documents, such as order and shipping confirmations, will not be accepted in lieu of purchase receipts.
Secondary document examples:
• Credit card statement copy with the account number blacked out
• Copy of the canceled check
Only a department delegate is authorized to submit a report on a guest’s behalf.
Partial reimbursements are not permitted. If a reimbursement is for a legitimate, substantiated purchase, it is expected that the entire cost should be covered by the University.
If there is a valid business reason for a partial reimbursement, it may be approved under limited circumstances. To trigger an exceptional review, submit the partial reimbursement as normal through the Concur system. The non-T&E reimbursement team will then review the tax implications, business appropriateness, ownership, data security, etc. before making a final decision.