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
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
TRAVEL AND ENTERTAINMENT REIMBURSEMENT GUIDELINES AND FAQ’S
Travel
- 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:
- Signed Blue Sheet and Mileage Reimbursement Form
- Original Signed Itemized Receipts
- All receipts must be itemized and signed
- If receipt is missing or not itemized, please submit Memo for Missing Receipts
Entertainment – Hosting An Event
- 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:
- Signed Blue Sheet
- Attendee List (submit Word version)
- Agenda
- Original Signed Itemized Receipts
- All receipts must be itemized and signed
- If receipt is missing or not itemized, please submit Memo for Missing Receipts
Guidelines
- 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 $275 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 $275 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.
SOFTWARE HOW TO’S
BruinLearn
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
InDesign
Windows
SUBSCRIPTIONS & SOFTWARE RENEWALS
If there is a tool or app you are interested in that is not listed here, please reach out to the admin team. All software purchases require university evaluation and approval before acquisition.
Subscriptions & Software Renewals
OFFICE SUPPLIES & PRINTING
If you are interested in supplies not listed below, please send the request to the admin team to place an order. Please consult with the admin team for best method for printing and shipping needs related to LOSH trainings and events. For in-house prints, all LOSH in-office desktops are hooked to our Ricoh printer. For print jobs that are larger or require special paper and/or binding, please consult with the admin team to coordinate placing an order.
For shipping requests, admin staff can print a FedEx label on your behalf or you may visit a FedEx location and charge to our account number listed below.
Office Supplies
- Stamps
- Shipping envelopes, boxes, label pockets
- Projectors and projector screens
- Presentation Clicker
- 4G Verizon Hotspot
- Speakers
- Microphone system
- 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
- 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.
- UPS Shipping Account A83B77
BRANDED SWAG
To pick up supplies, please notify admin staff in advance. If you are interested in branded supplies not listed below, please send the request to the admin team to place an order. All UCLA-branded accessories must be reviewed and approved by UCLA Marks prior to purchase.
Branded Swag
- Retractable LOSH Banners
- Hand Sanitizer
- First Aid Kits
- Pens
- Table Throws
- Water Bottles
- Totes
- T-Shirts
- Lanyards
- Sunglasses
- Sunscreen
- Certificate Holders
- Flashlight Keychains
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