Travel and Entertainment Approval Request EPSS
Per the May 13, 2025 email from the VC/CFO and Tax Director, some expenses now require CAO pre-approval before submitting to Travel Accounting: 

This approval form is required for activities including but not limited to:

  • Essential travel not explicitly listed above (e.g., guest travel, non-sponsored research travel).
  • Department and/or group meals or other activities, including local employee morale events (limited to once per quarter) 
  • All employee, student, and lab entertainment activities, regardless of purpose.
  • All employee morale activities *Requires CAO and Travel Accounting Approval
Update 9/30/25:

Q: Do entertainment events for students or alumni require CAO / CFO pre-approval? 

A: Modestly priced meals for students or alumni within BUS-79 meal limits do not require pre-approval but must go through the normal procurement process. Faculty and staff supporting these events can also receive the modestly priced meals. 


Please email Nick Baerg (nbaerg@epss.ucla.edu) once the form is submitted.

Approval Timeline : 3-4 Weeks
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Full Name *
Email *
Title of Event, Trip, or Activity* *
PI or Host of Activity *
Type of Activity  *
Date Range of Travel or Entertainment Activity *
Number of Attendees *
Is this a reoccurring activity?  *
If yes, please describe the events frequency *
Has this activity or expense already occurred? *
If yes, can the expense be refunded?  *
Can the plans (travel or planned entertainment) be cancelled and all expenses refunded without penalty?
FAU or Fund supporting proposed activity *
Fund Manager Name *
Estimated Cost  *
If travel, include transportation, lodging, meals and incidentals estimated at UCLA cap of $92/day, and any other pertinent expenses. Receipts are required for reimbursement of actual expenses. 

If entertainment, include actual cost if quote is available, otherwise, submit your best estimate not to exceed the University allowable limits of Breakfast ($31), Lunch ($54), Dinner ($94), Light Refreshments ($22).
If this is entertainment, will alcohol be served? 
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If yes, alcohol will be served, please provide justification as alcohol expenses should be heavily minimized unless compelling business justification is provided. 
Description of how budget will be spent  *
Detailed Justification for Expense / Activity *
Please provide a brief business justification (no more than 2-3 sentences) describing how the expense is integral to University business operations. 
Additional Comments
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