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

  • Setting meeting objectives / goals to decide if Zoom meeting can be call or email
  • Include material development/other tasks in Outlook calendars (not just training / events and meetings)
  • 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
  • For meaningful connection and engagement, it is encouraged to have a Zoom camera on but not required.
  • Include preferred pronouns in Zoom name 
  • Be mindful of what works for your workspace, reach out for ergonomic evaluation, to purchase equipment 
  • 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)

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

SOFTWARE HOW TO’S

OFFICE SUPPLIES

If you would like to order office supplies, please reach out to your supervisor and once approved, create a blue sheet to submit to the admin team.

FOR ADDITIONAL HELP PLEASE CONTACT:

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