Purchasing Goods & Services

Departmental Response Times:

Your dedicated staff will respond within 48 hours from the time they receive your request.

UCLA Purchasing Response Times (Orders & Non-Travel Reimbursements):

It generally takes UCLA Purchasing 6-8 weeks to process payments on all orders and reimbursements.  Please plan events and notify your vendors well in advance to avoid penalties or disallowances. 

PURCHASE ORDER PROCESS

For all orders, please fill out the Order form and submit the completed form to your assigned fund manager.

  • All sections of the form should be filled out entirely
  • Quote/invoice (if applicable)
  • Business Justification
  • Details of the good to be purchased
  • Verify the FAU (account number) is accurate
  • PI approval signature or PI email authorization

For orders over $5,000, the purchase may need to be processed as a Purchasing Requisition through the Campus Purchasing Department. Please contact your assigned fund manager to discuss the process.

Vendor Invoices

Please fill out the Order form and submit the completed form to your assigned fund manager.

  • Submit vendor’s original invoice, review the invoice details for accuracy
  • Itemization of how the total amount was computed
  • Period of performance
  • Detailed description of goods or services provided
  • Invoice number on invoice
  • All sections of the order form should be filled out entirely
  • Business Justification
  • Verify the FAU (account number) is accurate
  • PI approval signature or PI email authorization

Forward the invoice to your assigned fund manager immediately to initiate the payment process. The invoice will be sent to the UCLA Accounts Payable Department. A/P generally processes these payments within 2-3 weeks after receipt of the invoice.

Non-Travel Reimbursements

For non-travel reimbursements, please fill out the Non Travel Reimbursement Form and submit the completed form to your assigned fund manager.

  • All sections of the form should be filled out entirely
  • Business Justification
  • Verify the FAU (account number) is accurate
  • PI approval signature or PI email authorization
  • Original receipts should be taped to an 8½ x 11 sheet of white paper and submitted to assigned fund manager
  • Proof of payment, if not reflected on the receipts

Contribution and Sponsorship Process

For contribution/sponsorship reimbursements, please follow the below guidelines:

  • Contribution/Sponsorship Process & Forms
  • All sections of the form should be filled out entirely
  • Business Justification
  • Verify the FAU (account number) is accurate
  • PI approval signature or PI email authorization

Consultants

It is important to distinguish between a subaward and an independent consultant/contractor. Non-University persons or organizations can be paid as a consultant for a specific service provided.

Please submit all required documents to your assigned fund manager. The fund manager will create an R class purchase order requisition that will be reviewed by the Purchasing Dept. Once the Purchasing Dept finalizes an agreement with the independent contractor/consultant, a P class purchase order will be issued.  The contractor/consultant cannot begin work until the P class order has been issued.

Consultants invoice after work has been completed, whether it be monthly or quarterly, depending on terms between consultant and PI.

The invoice must contain the following information:

  1. It must state “Invoice”
  2. Date of invoice, as well as dates of service requesting payment for
  3. Brief description of service
  4. Name and address of consultant.

Forms