Purchase Orders

Purchase Orders

Our organization used purchase orders (PO's) to order food for events. The benefit of PO's is that the money will come directly out of our CBE Department account without having to deal with reimbursements. The downside is that the process can be lengthy and a pain in the butt.

1. 10 days prior: Make sure the vendor accepts PO's. A list of local restaurants that do and do not accept PO's can be found here.
2. Call the vendor for a quote or invoice for your order. Be sure that the quote is the total cost of the order including tax. Ask the vendor how they would like to receive the PO.
3. Fill out a blank PO form and a completed PO form can be found in the attachments on this page. Information to include: date, vendor information, your contact information, recharge ID (ask Treasurer), date of event (comments section), that you will phone in the order yourself (comments section), and that the total given includes tax (comments section).
4. 7 days prior: E-mail the PO form to Judith Rayolt, the CBE Department assistant, at jrayos@seas.ucla.edu. Additional information to include in the e-mail: the date the PO is needed, that you will phone the order in yourself, how the PO needs to be given to the vendor (e-mail, faxed, upon delivery, etc.), a request for an electronic copy of the PO for yourself, that the total given includes tax, an event description (purpose, date, time, etc.), and a list of expected attendees (first and last names, total number of each type of attendees). The list of attendees does not have to be accurate; however, the Department needs to know who is benefiting from our money, so we need a rough estimate of how many undergraduates, graduates, alumni, professors, and faculty will be in attendance. Make sure to give Sara enough time to generate the official PO because she is very busy and generating PO's for us is not her top priority!
5. 2-0 days prior: Call the vendor to place the order and ensure that they have received the PO from Sara (if applicable). To pick up at Engineering IV, the address is 420 Westwood Plaza, Los Angeles, CA 90095.

Reimbursements

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void function Reimbursement_Process(int amount)

• If (amount < $50):
  • We can do a cash reimbursement. Please fill out the Reimbursement "Form" and bring me a copy of your receipt, and we can figure out a time when we can meet up in the AIChE office.
  • If the reimbursement is for gas, the amount you will be reimbursed will usually be predetermined by the person organizing the event, and they will let me know who drove for the event. We can figure out a time to meet up in the AIChE office for the reimbursement.
• End if
• If (amount > $50):
  • First fill out the Reimbursement "Form" and email me directly at treasurer.ucla.aiche@gmail.com. I will give you the reimbursement form that we use to go through our account with the school. You will need to fill this form out completely (including a signature from our Faculty Advisor, Professor Manousiouthakis). Bring this to me with a copy of your bank statement reflecting the purchase, and an original receipt (if it was an online purchase, a printout will be ok). You will then receive a check in the mail.
  • End if

end function

void function Planning_an_Event(int Cost_of_Event)

• if (Cost_of_Event <$300)
  • If you need advising on a budget for the event, or how to go about paying for an event, send me an email at treasurer.ucla.aiche@gmail.com. In this email include the name of the event, the date of the event, how many people you think there will be, if food is involved, and how much you think it should approximately cost. I will then be able to email you back about how to proceed from there.
• End if
• if (Cost_of_Event >$300)
  • We will more than likely need to fill out some type of grant, usually through USAC. If you know you have an expensive event coming in the future let me know ASAP, as these grant applications need to be turned in about a month before the event. Again, just email me directly at treasurer.ucla.aiche@gmail.com as far as how to pay for the event goes.
• End if

end function

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UCLA Transportation--Rental Cars

UCLA BruinCar is a self-service rental car system. Vehicles are available to any official campus organizations.

What you need to do:

1. Drivers must complete the BruinCar Tutorial --- LINK HERE
2. Fill out BruinCar VSR Form below and email it to the BruinCar supervisor, Emilie Koster (ekoster@ts.ucla.edu)
3. Follow up to receive a confirmation code

Rental information video

BruinCar Vehicles and Pricing --- LINK HERE

Questions or comments? Call the BruinCar office at (310) 825-2963 Option 1

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