UCLA
Institute of American Cultures

Allowable research expenses

List of allowable non-travel items

Hiring (applicable to Faculty and Staff applications ONLY)

  • GSR
  • Student workers

Gift Cards/Incentives for Research Participants

  • Gift cards
  • Delivery Fee
  • Administrative fees for processing requests
  • Non-cash awards (tangible items)
  • Delivery Fee
  • Administrative fees for processing requests

For more information on gift cards, visit:

https://www.finance.ucla.edu/business-finance-services/payment-solutions-and-compliance/gift-card-guide

https://ucla.app.box.com/v/psc-human-subject-gift-card

Services*

  • Media production (e.g., film editing, sound-mixing, etc.)
  • Transcription Services

Note:

  • Subject to approval. IAC generally does not allow graduate students to hire transcribers or use transcription services, as this is considered part of research training. An exception can be made for materials in foreign languages or for a large number of audio or visual content, but the applicant must provide a justification. In the case of numerous interviews, hiring a transcriber may be necessary to complete the project in a timely manner, but it is important to know if the student will take part in some of the transcription work as well.
  • This is not reimbursable expense. You will need to obtain an invoice and W-9 from the company and work with the Center administering your grant to process a purchase order or check payment. Per UCLA Policy 741, professional services are unallowable for personal reimbursements/LVO’s and University Pcards.

  • Translation Services

Note: You will need to obtain an invoice and W-9 from the company and work with the Center administering your grant to process a purchase order or check payment.

  • Consultants/Freelancers

*If allowed by IAC and if the service provider is eligible to become a UCLA vendor per UCLA Purchasing and Accounts Payable policy. Consult with granting center. Potential vender will need to provide a social security number or business ID number and other required information.

Office supplies

Medical supplies

Research supplies

Books

Hardware

  • Note: Technology equipment purchased with grant funds will become property of the granting center.

Software and Subscriptions

  • Note: Faculty and students interested in purchase of software should verify licensing agreements with UCLA. Some software items need to be ordered directly through UCLA and are NOT allowed as personal reimbursement research expenses.

List of allowable travel items

Lodging

  • Hotel (Consult center first to ensure lodging rate does not exceed allowable maximum)
  • Motel
  • Airbnb
  • Host gifts – When a traveler lodges with a friend or relative while on official University business, a non-cash gift such as flowers, groceries or a restaurant meal may be provided to the host/hostess. Only one gift per stay may be provided to a host and the actual cost of the gift may be reimbursed, up to $75 total. IRS regulations stipulate that a receipt must be provided for gifts costing $25 or more.

Airfare

  • UC Travel Center
  • Reimbursement on airfare (coach only)
  • Baggage fees

Transportation

  • Mileage (ONLY for personal vehicle) – mileage must be under the amount of an airfare ticket to destination
  • Rental Car
  • Gas (ONLY if rental car is purchased)
  • Ground transportation
  • Bus/Metro passes

Meals

  • Per diem < $79/day
  • Groceries
  • No alcohol

Entertainment

  • Food for participants: requires attendees list and itemized receipt