TIIP POLICIES AND PROCEDURES - Center X

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TIIP POLICIES AND PROCEDURES
Estela Diaz and Bryant Gamez
TIIP Support Staff
TIIP CONTACT INFORMATION
 Center X-TIIP
 Attn: (Estela Diaz or Bryant Gamez)
 1320 Moore Hall, Los Angeles CA 90095
 Phone Number: (310) 206-9796
 Fax Number: (310) 267-4751
 Email addresses
Estela—[email protected]
Bryant—[email protected]
Air Travel
• Steps:
1.
2.
Complete ALL fields on
the “Flight reservation
Request” form.
Fax or email to Estela.
Do NOT contact UCLA
Travel directly.
Conference Registration
• At least 8 Weeks before the start of the conference, email
Estela with the following:
– Conference registration form:
• If PDF is available, please fax or email form
– If no registration from is available, please send an email with
the following:
• Link to access site, name of attendee, amount of conference, dates
attending, any other additional information required to register (i.e..
Member of organizations ..etc).
– If paying out of pocket:
• Include the confirmation email or receipt you received from the
conference and copy of any form of payment (credit card statement,
copy of check, etc) to the Travel and Conference Reimbursement
Claim form that you will be sending in once you return from
traveling.
Travel Reimbursements
The following should be included in
the Travel Reimbursement Claim
form when returning from a trip:
– Mileage
– Registration fees if paid out of
–
–
–
–
–
pocket
All meals
Lodging
Parking
Taxis/Shuttles/Auto Rentals
Other: Any other expense made
during trip that does not have a
category i.e. luggage fees
We need this within 30 days of your travel!
Lodging Expenses
 Each individual needs to pay for his/her own lodging.
 In order to reimburse you for lodging expenses we will need to
have:
 Itemized receipt from the hotel showing a ZERO balance OR a
copy of your credit card statement indicating charge was made
and an itemized receipt from the hotel.
 UCLA policy does not allow us to use discount sites such as
Expedia or Travelocity.
Meal Expenses
• Must be ORIGINAL receipts and must be ITEMIZED!!!!
• Please tape each receipt (neatly) on a 8 x 10 paper.
• We can only reimburse for $71/day.
When the entire length of a trip is 24 hours or less, meals and incidental
expenses DO NOT qualify for reimbursement unless the travel includes an
overnight stay or the meal is part of a business meeting such as a conference
or a working meal served at a meeting site.
Do not staple or overlap receipts.
Fax machine will not be happy!
Materials/Supplies/Meeting Expenses
Reimbursement
This is the form that you use when you have nontravel related receipts to submit
Supply/Equipment Order Request Form
This is the form that you use when you want us to order materials for you
Substitutes
•Please fax/email form
•Once we have received this form
we will send a letter to your school
and district
•The district will then invoice us
directly and we will pay
•We do not pay schools directly
unless you work for a charter/private
school
•We do not have fund numbers to
give to your school for payment
Please make sure that all your Team
Members understand these policies.
THANK YOU!
Estela and Bryant
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