BOOKING YOUR FLIGHT

Reasons to book through CLIC:

(1) Our CLIC Coordinator will be happy to book your flight, at no cost to you. If you book through CLIC, we pay for your flight directly, so you will not need to go through a reimbursement process.

(2) After emailing your travel information and flight preferences to the CLIC Coordinator, you will receive a short list of flight options to choose from. You will not need to spend time searching for or booking a flight online.

Reasons to book independently:

(1) You want to catch a specific flight that may not be available through UCLA Travel Portal. In these cases, it is often easiest for the invited speaker to book independently. Please send the CLIC Coordinator a copy of your preferred itinerary before booking, so she can speak with UCLA Accounting Services and be sure that the flight meets all criteria for reimbursement.

(2) You have requested a stop-over or other travel accommodation that may not be approved by the university. In this case, it is often easiest for the invited speaker to book independently. After the trip, you will be reimbursed in the amount of the closest equivalent direct (or otherwise approved) flight.

Booking with CLIC

To book through CLIC, please email CLIC Coordinator Clara Bergen at cbergen [at] ucla.edu at least three months before to your scheduled presentation. The coordinator will need the following information to book a domestic flight:

(1) Preferred departure and return dates and times
(2) Preferred departure airport
(3) Your full name including middle name
(4) Your cell phone number
(5) Your home address
(6) Your date of birth
(7) Emergency contact information

The coordinator will need the following information to book an international flight:

(1) Preferred departure and return dates and times
(2) Preferred departure airport
(3) Full name as listed on passport
(4) Passport number, issue date, and expiration date
(5) Passport issuing country and citizenship country
(6) Your cell phone number
(7) Your home address
(8) Your date of birth
(9) Emergency contact information

Booking Independently

When booking independently, please email the CLIC Coordinator Clara Bergen at cbergen [at] ucla.edu prior to purchasing your flight. The coordinator will check your flight with UCLA Accounting Services to ensure that it will be approved for reimbursement.

Always book air travel directly from the carrier. There have been issues in the past, for example, in securing reimbursement for tickets purchased off of travel deal websites such as Orbitz or Expedia.

If you are booking a flight with additional travel accommodation that is not approved by the university (e.g., a flight with a stop-over in another city) please email the CLIC Coordinator to get an estimate of the amount you can be reimbursed by the university. This amount may only partially cover the cost of your flight, if your flight is significantly more expensive than the equivalent approved option (e.g., a direct flight).

Reimbursement:
As soon as you have booked your flight, please email CLIC Coordinator Clara Bergen at cbergen [at] ucla.edu with a copy of your itinerary and payment information. You will need to fill out and attach the TRAVEL REIMBURSEMENT FORM to your email. If you are traveling internationally, you will also need to sign and attach the DECLARATION OF IMMIGRATION STATUS form to your email. For this form, please remember to attach your ESTA if relevant. Mark “Independent Contractor” under C.