LOSH ADMIN RESOURCES

Welcome to the LOSH Admin Resources page! Here you will be able to access helpful information and documents such as how to submit reimbursements. Think of this page as your LOSH North Star for any office related inquiries.

LOSH VIRTUAL COLLECTIVE AGREEMENTS / BEST PRACTICES

  • At LOSH, our team is made up of both salaried and hourly employees. Be mindful of your peers who may only be scheduled to work the normal business hours.
  • Setting meeting objectives / goals to decide if a Zoom meeting can be a call or email.
  • Include material development / other tasks in Outlook calendars (not just training / events and meetings).
    • Share Outlook calendar with others.
    • Feel free to update the LOSH training & events calendar with upcoming trainings, events, and report due dates.
    • Update the LOSH Office Visits calendar each time you plan to go to our office. We use this shared calendar to notify others when we are in the office for emergency purposes.
  • Zoom-free day on Fridays (no recurring meetings).
  • Limit Zoom meetings to 3 per day.
  • Trying to keep meetings to 50 min to give breaks between calls.
  • If we have longer meetings scheduled, be mindful of taking body breaks. 
    • Take a break after the 1 hr mark / hour-long meeting.
  • For meaningful connection and engagement, it is encouraged to have a Zoom camera on but not required.
    • Staff is highly encouraged to keep their cameras on during staff meetings and trainings.
  • Include your pronouns in Zoom name. 
  • Be mindful of what works for your workspace, reach out for ergonomic evaluation, to purchase equipment.
  • Remembering to take breaks throughout the day. This can be achieved by setting up reminders on Outlook or downloading software like RSIGuard.
  • For training
    • Building in breaks for trainers, not only participants.
    • Limiting number of trainings per week, no other meetings on that day.
    • When conducting an 8-hour training, take the next day to catch up (no meetings if possible).
  • Security Recommendations for Remote Work

LOSH Operating Principles

TRAVEL AND ENTERTAINMENT REIMBURSEMENT GUIDELINES AND FAQ’S

Travel Reimbursement Form

  • To be used across the entire department when travel or entertainment reimbursement is requested
  • Submit within 21 days of the last day of travel or when the entertainment expense occurred.

All travel reimbursement requests must include:

  1. Signed Blue Sheet and Mileage Reimbursement Form
  2. Original Signed Itemized Receipts

Travel Reimbursement Form

  • To be used across the entire department when travel or entertainment reimbursement is requested
  • Submit within 21 days of the last day of travel or when the entertainment expense occurred.
  • For entertainment expenses, attach an attendee list with full name, and affiliation

All entertainment reimbursement requests must include:

  1. Signed Blue Sheet
  2. Attendee List (submit Word version)
  3. Agenda
  4. Original Signed Itemized Receipts

The following are examples of scenarios where we need to submit a requisition in advance:

  • Documents that require review and/or signature regardless of financial commitment
  • Soliciting services
  • Renting a room or venue off campus
  • Sponsorships or Contributions

To start the process, check for the following once you have identified the service or agreement to be established and send to admin team:

  • Use of the University’s procurement system is the first choice for direct payment. The use of employee’s personal funds is strongly discouraged. If you are interested in receiving a Travel & Entertainment credit to cover any business travel-related expense, please reach out to your supervisor. All requests require departmental approval.
  • Travelers should not pay for other travelers’ expenses.
  • 2024 Reimbursement Allowances for Mileage & Meals – current reimbursement rates for those who are traveling on business or hosting an entertainment function where meals and light refreshments are part of doing business. The per-person rates include any tax, delivery, and gratuity. Gratuity should not exceed 20% of the cost of the meal. The traveler may be asked to pay the difference between 20% and a larger tip.
    • Travel meals rates apply when travel includes an overnight stay that is verified by a lodging receipt.
    • Entertainment rates apply when a traveler incurs a meal expense in connection with a business event directly related to LOSH. All entertainment-related meals should receive your supervisor’s approval in advance.
    • No charges for alcoholic beverages will be reimbursed
  • Mileage incurred may be reimbursable if the traveler has state requisite insurance coverage. Parking and mileage expenses for employees traveling between their residence and the UCLA campus are generally not reimbursable.
  • Ground transportation: When traveling on behalf of the University, travelers must use the most economical mode of transportation (e.g., personal car/parking fees, taxi, shuttle, train, bus, app-based rideshare) by the most frequently traveled route.
    • Gratuity should not exceed 20% of the transportation cost. The traveler may be asked to pay the difference between 20% and a larger tip.
  • Airfare (coach/economy or equivalent) can be booked and paid directly by UCLA to minimize employee out-of-pocket expenses. Please work with the admin team to secure your flights in advance.
  • Lodging cannot exceed $333 per night before taxes and hotel fees. A traveler who is required to attend a conference where the prearranged conference lodging rate (conference room block) exceeds the $333 per night cap may stay at the conference hotel without exceptional approval.
    • Lodging is generally not reimbursable if the lodging site is within a 40-mile radius of the traveler’s residence.
    • Book at Marriot directly using the approved corporate code: UC0
    • Book at Club Quarters (CQ) Hotels directly using the approved corporate code: 10C5E2
  • Rental cars: The University of California has a system-wide car rental program with several vendors. UCLA employees can use the UCLA Connexxus portal to rent cars and pay at the counter when picking them up.
    • Do not use your personal car insurance nor accept the supplemental insurance that the rental company may offer. Renters on official UC business receive comprehensive insurance coverage for rentals within the United States. Any additional insurance purchased is not reimbursable and will be at the cost of the traveler.
    • You can only be reimbursed for gas if you have used a car rental.
    • Exceptional approval and justification and will be required in advance for cars larger than midsize (ex. Cargo Van or ¾ Ton Pick 4WD).
  • For any questions, you may contact the UC Travel Center at (310) 206-2639 or (Toll) (800)235-8252
    • Normal business hours Monday to Friday from 8 – 5 pm Pacific Time
    • UC Travel Service offers After Hours Emergency Service. Charges will apply for After Hours call.
    • For After Hours in the United States, Puerto Rico, the US Virgin Islands, and Canada CALL 1 800.420.8283
  • Frequent Business-Travel links and resources related to traveler health & safety, insurance, and policies.
  • Confirm allowability and budget with fund manager

SOFTWARE HOW TO’S

Visit our Software How-To folder on Box for additional guides.

BOX User Guide
The Basics of BOX
LOSH File Saving Guidelines
BOX Permission Levels Guide
BOX In-Service Recording

Add a File to a Bruin Learn Overview Page
Authorize Zoom Integration with Bruin Learn
Course Access After a Term
Create a Content Page and Link to an Overview Page
How can I send an email to my class and view the roster before publishing my course site
How do I add someone to my Bruin Learn course or collaboration site
How to record and share a Zoom Lecture & Meeting (w captions and transcripts)
How to undelete items in Bruin Learn
Managing Courses on your Bruin Learn Dashboard
Onboarding Non-Affiliated Users
Set Up Zoom Meetings in Bruin Learn
What Courses are Available in Bruin Learn

Concur Quick Guide
Expense Workflow
Mobile App Instructions
Submitting an Expense Report
Updating Your Profile (Extended)

Zoom Basic Instructions
Zoom First Time User
Zoom Instant Message Function How-To
Zoom Meeting vs Webinar
Guide on Breaking Rooms
Guide on Zoom Polls
How to Record Videos on Zoom
How to Save In-Meeting Chat on Zoom
Sharing a Whiteboard
How to Update Zoom

InDesign Tutorial 

Basic Guide to Outlook
How to Share Your Calendar on Outlook
Installing Outlook Plug-Ins
IRLE-LOSH Email Signature
Viewing Outlook Calendars

How to Check Windows for Updates

How to access, download, & install Adobe Creative Cloud
How to Combine Files into PDF
How to Convert Word to PDF With Embedded Links
How to Create PDFs from text and image files
How to Sign your PDF form

Purchase Request Submission
Shipping Invoice Submission

SUBSCRIPTIONS & SOFTWARE RENEWALS

UCLA’s Digital Toolkit offers a wide array of resources to help the campus community get and stay connected. If there is a tool or app you are interested in that is not listed below, please reach out to the admin team. All software purchases require university evaluation and approval before acquisition.

Subscriptions & Software Renewals

SUPPLIES & PRINTING

Please complete this request form in order to check out any electronic supplies for training or events. If you are interested in ergonomic accessories or supplies not listed in the dropdown, consult with your supervisor and the admin team will assist you to place an order. For in-house prints, all LOSH office desktops have our Ricoh printer installed. For larger print jobs or requests that require special paper and/or binding, please consult with the admin team and provide in-hand date to place an order. For emergency printing off-campus or shipping requests, refer to the account information listed in the dropdown below. Admin staff can print a FedEx label on your behalf or you may visit a FedEx location then charge to our accounts.

  • Stamps
  • Shipping envelopes, boxes, label pockets
  • Projectors and projector screens
  • Presentation Clicker
  • 4G Verizon Hotspot
  • Speakers
  • Microphone system
  • iPads, USB-C & Lightning Phone Chargers, and Acrylic Sign Holders
  • Carts/Wagons
  • Binding machine
  • Laminating machine
  • PPE – surgical masks, N95, KN95s, rapid antigen tests, hand sanitizers, disinfecting wipes
  • Compostable Utensils: (cutlery, plates, napkins, cups)
  • Meeting Owl – smart 360° camera, mic, and speaker for hybrid Zoom meetings
  • Camera
  • ID Card Printer
  • Label Maker
  • Emergency Preparedness Backpacks
  • HDMI Cables & Mac Adapter
  • Assistive Listening System – for translation/interpretation
  • Carousel Slide Projector
  • Batteries – AAA, AA, 9V4, D8
  • Portable Eyewash Station
  • Stationary items: easels, notepads, pens, markers, shipping tape, folders, post-it notes, shipping/name tag labels, binder clips, scissors, staplers, hole-punchers, paper cutters, scotch/duct tape etc.
  • Ricoh Office Printer + Copier + Scanner: equipped with stapler & hole-punch features
  • For emergencies, you may utilize and charge to our account numbers:
    • Fedex Shipping Account: 202052182
    • Fedex Printing Discount: 8400113427 (Provide the store with this discount code to populate UCLA pricing. Please note that this is not an account that can be used to charge printing jobs and payment for any fees will be asked for at the time of printing.

If you will be requesting supplies, you may browse from the preferred vendors below to place your order with the admin team:

CAMPUS PROCUREMENT

University policy requires a purchase order/agreement to be issued by Campus Purchasing when services are being rendered to LOSH. Please be advised that work or services should not be performed without a Purchase Order or signee agreement issued by a Campus Purchasing buyer. All supporting documentation and details should be submitted to the admin team in advance to ensure policy compliance. To start the process, check for the following once you have identified the service or agreement to be established and send to admin team:

  • Identify if there is a potential conflict of interest as defined by university policy – current or former UC employees, supplier is a near relative to current UC employee, etc.
  • Verify with the admin team if the supplier or organization is registered as a vendor at UCLA
  • Put together supporting documentation with the necessary details of the nature of the activities either sent by the supplier or arranged by LOSH (ex. Quote, SOW, Contract/Agreement, Email with agreed rate/price, Printout or Screenshot of online pricing, etc.)
  • Request a certificate of insurance that meets the university’s requirements

BRANDED MATERIALS & CONTENT

To pick up supplies, please notify admin staff via email or fill out the print out form pinned outside of the storage cabinet(s) in advance. If you are interested in branded supplies not listed below, please send the request along with in-hand date to the admin team to place an order.

UCLA Policy 110 requires certain uses of logo or mention/abbreviation of UCLA or departments to be approved in advance by completing the UCLA Marks Request Form. The following are examples of scenarios where we need to obtain the necessary permissions by providing a mock-up of the proposed use:

    • Ordering physical objects with a UCLA or departmental logo
    • Sponsoring or participating in a third-party event where the logo or mention of UCLA or department will be included in their advertising or event programming
    • Third-party asking to use UCLA’s or departmental name on publications or broadcasts, such as websites, flyers, films, videos, TV shows, programs, scripts, books, online posting, press releases, and signage.
    • Creating a UCLA logo containing non-UCLA third parties

OUTREACH

Planning a training or attending an event where you would like to spread the word about our initiatives? Feel free to utilize the educational materials below. If you are interested in large amounts of any of these materials, feel free to coordinate with the project or admin team.

FOR ADDITIONAL HELP PLEASE CONTACT:

Evelyn Mejia, Finance and Operations Analyst, emejia@irle.ucla.edu
Valerie Serrano, Communication and Administrative Specialist, vserrano@irle.ucla.edu
Karen Vargas, Finance and Administration Manager, kvargas@irle.ucla.edu