Approved Business Expenses for Cash Advances

The following is a list of allowable expenses for travel cash advances. Items with asterisks (*) are only available when normal purchasing procedures (P-card or requisition/LVO with payment by check, EFT or wire) cannot be followed. Any other item is a special request and will be considered on a case by case basis only.

  1. Local Services (in the host country, this could be one time payments or payments under local short term service agreements):
    • Permits (for dig sites, local permits, survey permits, etc.)*
    • Utilities for non-commercial subsistence (electricity, water, sewage, gas, telephone-land lines and internet access)
    • Shipping costs (from outside US only)
    • Equipment Rentals*
    • Copy services*
    • Unskilled workers up to $20.00 per day (for all other workers and skilled labor please see pre-hire worksheet)
  2. Local Equipment Purchases:
    • Tents
    • Tools (shovels, hammers, nails, saws, etc.) Generators* Tables and chairs
  3. Supplies:
    • Cleaning supplies
    • Paper
    • Staplers and staples
    • Dispensers and tape
    • Packing and mailing supplies*
    • Pens and pencils
    • Painting supplies
    • Toner
  4. Non-Commercial Facilities:
    • Cabins
    • House Trailers
    • Vans (sleeping Vans)
    • Field camping equipment
  5. Local Travel Costs:
    • Airfare (foreign travel only, no US segments)
    • Taxi, shuttles, trains, bus and car services (with driver, only for business, not for commuting)
  6. Per Diem:
    • Long term per diem
    • Long term meals & IE
  7. Miscellaneous:
    • Conference registration fees*
    • Excess baggage charges
    • Entrance fees to museums, exhibits and art shows

 

 

UC Travel Services
Phone: (310) 206-2639 or (800) 235-UCLA (8252) | Fax: (310) 794-2703 | Mail Code: 143348
Email: travel@finance.ucla.edu

CST# 2046415-70

Travel Accounting
Email: travelacct@finance.ucla.edu | Fax: (310) 794-3509

 

Address
10920 Wilshire Boulevard, 5th Floor
Los Angeles, CA 90024-6541

 

Office Hours
Monday – Friday 8 a.m. to 5 p.m.
Saturday and Sunday Closed