Graduate Student Travel & Research Funding

Graduate Student Travel & Research Funding

Below you will find all the necessary steps and forms necessary to process your travel or research reimbursement using department funds.

1. Determine Eligibility:
   • Ensure your expense qualifies for reimbursement under the university’s guidelines. Common reimbursable expenses include travel, conference fees, research materials, and certain supplies.
   • If unsure of what is an eligible expense or how much funding you have available, please reach out to Student Affairs Officer, Doug Myers or Department Coordinator, David Pastor.
2. Request Reimbursement from Graduate Division’s Doctoral Travel Grant (DTG):
   • Before proceeding with the department’s reimbursement process, apply for reimbursement through the Graduate Division’s Doctoral Travel Grant (DTG). This is a crucial first step for travel-related expenses.
3. Pre-Approval (if required):
   • For certain expenses, pre-approval is mandatory. This includes travel, conference fees, and any expense exceeding $300.
   • Complete the relevant pre-approval form:
     • UCLA Department of Philosophy Graduate Student Travel Funding Request Form: Required for all travel-related expenses exceeding $300.
     • UCLA Department of Philosophy Graduate Student Non‐Travel Research Funding Request Form: Required for non-travel expenses exceeding $300.
4. Submit Funding Request Forms:
   • Submit the completed funding request forms to the Graduate advisor for review and approval. Ensure all necessary signatures are obtained.
5. Make the Purchase:
   • Once pre-approval is granted (if applicable), proceed with making the purchase. Keep all receipts and documentation.
6. Submit Reimbursement Request:
   • Submit all receipts with proof of purchase and funding request form to David Pastor at dpastor@humnet.ucla.edu

Providing Access to Concur:

1. Log in to Concur:
   • Access the Concur system using your university credentials.
2. Delegate Access:
   • Navigate to the “Profile” section and select “Profile Settings.”
   • Under “Request Delegates” or “Expense Delegates,” add the Graduate Office staff member as a delegate.
   • Ensure you grant the appropriate permissions for them to view and submit expense reports on your behalf.

Instructions for Book Purchases and Amazon Orders:

1. Emailing for Book Purchases:
   • If you need to purchase books for your research or coursework, email David Pastor at dpastor@humnet.ucla.edu with the details of the books you need. Include the title, author, ISBN, and a brief justification for the purchase.
2. Purchasing via Amazon:
   • For purchases via Amazon, consult with David Pastor to determine if the purchase can be made directly through the department’s Amazon account.
   • If approved, provide the necessary details (e.g., item link, quantity) to David Pastor, who will facilitate the purchase on your behalf.

Laptop Purchases:

• For laptop purchases, please reach out to Doug Myers for further guidance. He will provide the necessary information and steps to ensure your purchase is approved and processed correctly.

Important Notes:

• Deadlines: Reimbursement requests must be submitted within 30 days of the expense date.
• Documentation: Incomplete forms or missing documentation will delay the reimbursement process.
• Contact Information: For any questions or assistance, please contact David Pastor at dpastor@humnet.ucla.edu