(How to Minimize the Pain and Maximize the Speed for Processing your LAUC Mini-Grant Financial Transactions)

February 10, 2003

LAUC Mini-grant

Prior to making any financial commitments for the use of your LAUC mini-grant, please contact Library Business Services and/or Library Human Resources for guidance.  Each type of transaction has it own set of University policies and procedures.  LBS and LHR staff are very familiar with their respective areas of University policies and procedures and can help you to avoid delayed, reduced or no reimbursement.

Mini-grant funds have traditionally been used for the following:      

• Travel
• Purchasing (including Consulting)
• Expense Reimbursement
• Personnel

Travel:  If you need to purchase airfare, you must go through UCLA Travel.

Purchasing/Consulting:  If the vendor will accept a purchase order, LBS can send you a Library PAC Order Worksheet to be completed and returned to Herb Jones (x66761) for processing.  He will provide you with a purchase order to be faxed to the vendor. 

Do not pay an outside contractor/consultant with personal funds.  If you utilize an outside contractor/consultant, have him/her prepare an invoice that includes their federal tax identification number/social security number, description of work performed and dates, and submit it to Herb Jones for payment.

Expense Reimbursement:  If the vendor will not accept a purchase order, you can purchase the items yourself and submit receipts to Linda Taketomo (x69768) for reimbursement.

Personnel:  Do not pay for personnel with personal funds.  To hire a library university or non-university employee, please contact LHR for assistance prior to making any commitments.