MAE Administrative Support Page

Overview. The Department's administrative assistants provide general administrative support to Department faculty, staff and students.

Mail / Shipping.

IMPORTANT: Please see the new MAE package policy.

Incoming US mail arrives around 9:00 AM and again at 3:00 PM. It is distributed to the 3rd floor mailboxes by Denise Haynes and to the 4th floor by Ci Dixon.

Outgoing US mail is picked up at 9:00 AM and 3:00 PM. There are mail drops in the 3rd and 4th floor offices, or any administrative assistant can see to it that something is mailed out. Campus mail does not require postage; all other mail requires postage or a recharge ID. The UCLA Mail and Document Services webpage can be found here.

Incoming UPS and FedEx Ground packages arrive around 10:00 AM and 2:00 PM. If a package arrives for you that is too large to fit in your mailbox, a pickup notice will be placed in your mailbox instead and you should see the appropriate administrative assistant to pick up your package(s). You can track UPS or FedEx packages online.

Outgoing UPS and FedEx Ground packages are usually handled by the Receiving Department on the first floor of Engineering I; however, the administrative assistants can help with this if necessary. You can track UPS or FedEx packages online.

Incoming FedEx overnight mail arrives sporadically throughout the day. Either the package or a pickup notice will be placed in your mailbox. You can track FedEx packages online.

Outgoing FedEx overnight mail (or other express shipping options) can be handled through the administrative assistants. Express shipping requires the recipient's land address (no P.O. boxes), phone number, email address (if available) and a recharge ID. You can track FedEx packages online.

Photocopying. Small or medium jobs can be handled by the administrative assistants using the Department's photocopiers. Large or technically complex jobs (such as those involving binding or color copying) are farmed out to UCLA's DocuWorx service.

Typing, editing, document preparation. The Department's administrative assistants can prepare documents in Microsoft Word, Excel and PowerPoint. For TeX/LaTeX/AMSTeX/TeXPower documents or close proofreading see Patricia Monohon.

Room reservations. Conference room reservations are handled on a first-come, first-served basis by all the administrative assistants. For group meetings or seminars, the Department has two conference rooms, 38-138 and 47-124 Engineering IV, which accommodate roughly 70 and 50 people, maximum, respectively. The small meeting room 48-121J accommodates 8 people maximum. 37-124 is now a Faculty Lounge and is reserved for MAE faculty and VIP meetings only. If no Departmental rooms are available for reservation, attempts will be made to secure a room from one of the other SEAS departments. Availability can be checked by consulting the conference room calendar. Please note that regular classes are not to be held in the conference rooms; for classroom reservations contact Janice Bedig.

Purchase Orders. Orders are now being handled by Laila Abdalla, David Riley. PAC Order forms may be obtained and completed online (PDF) or at 46-127C Engineering IV. Be sure to include all the necessary information on your order form in order to ensure the fastest possible processing time.

Speaker Honoraria. To set up honoraria, have your speakers fill out these forms:

Expense reimbursements (non-travel). Any of the administrative assistants can prepare expense reimbursements. Business justification, PI approval, recharge ID and documentation are required for all reimbursements. (Itemized receipts, credit card or bank statements and cancelled checks can all serve as expense documentation.) People not on the UCLA payroll must supply a current home address, phone number and Social Security number. Reimbursement forms can be found at 46-127C or 46-127D or online (under construction). For detailed information on the reimbursement process click here.

Notes:

Meal/entertainment expenses (recruitment dinners, lunch meetings, etc.) should be documented with an itemized receipt. Corporate Accounting doesn't like it when we turn in only the credit card slip.
If there is no itemized receipt, meal/entertainment expense reports should be accompanied by a short, signed statement stating that the itemized receipt was not provided or was lost, and whether or not alcohol was consumed at the meal.

Travel reimbursements. Travel reimbursements can be processed by any of the administrative assistants. Business justification, PI approval, recharge ID and proof-of-payment are required for travel reimbursements. Proof-of-payment is any documentation (receipts, credit card or bank statements, cancelled checks) showing the expense was actually paid in some fashion. For detailed information on the reimbursement process click here.

Notes:

Some Internet receipts and even some air tickets do not qualify as proof-of-payment. Your documentation must show the method of payment (cash, check or credit card).
If you drive your own car, please supply your license plate number.
Please ask your PI whether you are to receive per diem payments to cover meals and incidental costs. (Per diem is $50.00 per day in the U.S. and varies from country to country abroad.) If you are being paid per diem, meals will not be reimbursed individually.
Please note that supplementary insurance coverage on rental cars will not be paid.
Taxi rides costing less than $75.00 do not require documentation.

Event planning. If you need to arrange refreshments, locations, parking, etc. for an event, the administrative assistants can help. Contact Ci or Denise for details.