Concur Expense Type Matrix

Ground Transportation 

Use for the payment of ground transportation fees for University business.  

NOTE: Ground transportation should be coordinated with UCLA Transportation and must go through a requisition.  

Use for the payment of expenses or purchases associated with a university-business event. 

Use for the purchase of supplies for art programs or activities.

Use for the purchase of non-inventorial, low-value materials (e.g., soccer net, basketball, tennis racket) for programmatic use.

Use for the purchase of low-value auto repair parts (e.g., filter, brake pads, tilt bar, coolant, batteries). 

Use for the purchase of non-inventorial, low-value items (e.g., chisel, hammer, wood, other hand tools) for carpentry and woodworking use.

Use for the purchase of products for cleaning services (e.g., mopping supplies, brooms and brushes, dusting and dust mops).

Use for the purchase of low-value fabrication supplies and accessories for instruction or research (e.g., tubing, bolt clamps, welding studs).

Use for the purchase of approved goods to be sold or re-distributed for programmatic purpose.

Use for the purchase of heating or cooling supplies.

NOTE: Requires exception approval from UCLA Facilities Management.

Use for the purchase of kitchen items for commonly used areas (e.g., food storage container, drying rack, utensils). Does not include food for consumption.

Use for the purchase of products for animals in laboratory research.

Use for the purchase of bed linen (e.g. sheets, pillowcases, duvet covers) for programmatic use.

Use for the payment of supplies (e.g., non-labeled box, tape, bubble wrap, glue, bins, foam) for packaging or storage of University property.

Use for purchase of low-value items for photography courses or projects (e.g., memory card, photo paper, films, batteries).

Cannot select parent category; must select a child expense

Use for the payment of currency conversion fees.

Use for the cost of a permit or license required for business operations. 

Cannot select parent category; must select a child expense

Use for unauthorized PCard charges. 

Review the How to File a Procurement Card (PCard) Dispute web page for additional information and requirements. 

Use for an accidental personal charge on the PCard. 

NOTE: Refer to the “How to Assign a Personal Expense” training guide for additional information.

Use for utility payment for university business.

Cannot select parent category; must select a child expense

Use for the purchase of office equipment.

NOTE: Excludes remote work office equipment and requires exception approval.

Use for the payment or renewal of a facility’s license to continue operations within regulations and compliance.

Use for the payment or renewal of an individual’s license to continue work within their profession.

Use for faxing documents required for University business.

Use for service fees associated with animal subjects for lab or research purposes.

Use for the purchase of chemicals or compounds for lab or University research purposes.

Use for the payment of domestic vendor services related to the maintenance of a software purchase.

NOTE: Requires exception approval. 

Use for the purchase of software or domain for University business. Must be from a domestic vendor. 

NOTE: Must provide backup documentation showing approval from TPRM and Campus Purchasing via J-Req.

Use for the payment of outside services from domestic consultants or other domestic professional support.

NOTE: Services should go through a requisition.

Use for the purchase of gel or liquid to support growth of bacteria or cells for lab study or research.

Use for the payment of mail delivery services such as USPS, FedEx, or UPS for the shipment of University documents.

NOTE: Requires exception approval from MDDS.

Use for the purchase of copyrighted materials for educational and programmatic use.

Use for the payment of shipping costs incurred when goods are delivered to UCLA. Includes customs and duty fees.

Use for the payment of shipping costs incurred when goods are shipped from UCLA.

Use for payments made to ride share services for the transportation of human subjects or for the purchase of gift cards to human research subjects.

• This should not be used to reimburse the human subject if they incurred a personal transportation expense.
• Purchase of gift cards to human research subjects is only allowed for cardholders within Payment Solutions & Compliance (PSC). Non-PSC cardholders cannot buy gift cards and must go through PSC.

Use for the purchase of specimen or samplings for laboratory or field research.

Use to pay laboratory services for diagnostics or lab procedures.

Use for the payment of wash services for university items such as hospital uniforms, athletic attire, and linens.

Use for the payment of domestic vendors who perform low-value services beyond campus grounds. 

NOTE: Requires exception approval. Services should go through a requisition. 

Use for the payment of outside services for repair or maintenance of campus-owned property.

Use for payment of dues to community or social organizations that benefit the university.

NOTE: Does not include donations or sponsorship payments.

Use for expenses that required exception approval and do not fall under available expense types.

Use for the purchase of tangible goods (e.g., flowers, gift baskets) to serve as an award or other gift type for employees and non-employees. 

NOTE: Must follow limitations listed on G-41 and G-42 policies.

Use for the purchase of stamps for mailing documents, letters, invitations, etc.

NOTE: Requires pre-approval from UCLA Mail, Document & Distribution Services (MDDS).

Use for the payment of physical storage for University property.

NOTE: Storage services should go through a requisition.

Use for the payment of services utilized for compiling research data for University business.

NOTE: Survey or research services should go through a requisition.

Use for the payment of an employee’s coursework to improve or maintain their skills related to their University job duties.

NOTE: Must provide backup documentation showing approval from Tax Services.

Use for the payment of vehicle rental fees for University business.