 |
|
Recharging UCSD Catering or Faculty Club Expenses
|
|
| |
Summary: Follow the steps below to comply with policy on university-hosted events when recharging UCSD Catering or Faculty Club expenses.
You can recharge UCSD Catering or Faculty Club expenses only if you follow specific requirements, including justification, approval, and use of appropriate account codes. |
| What to do |
How to do it |
| 1 |
Obtain approval before recharging expenses. |
- Complete the Recharge Approval form (Excel) for any recharged expense to document each transaction and keep on file in your business office.
- Determine if your event is official entertainment. (Note: Student activities are not official entertainment.) For any official entertainment expenses:
Note: Because it's easy for employees to recharge entertainment, the department must maintain internal controls and documentation. Documentation is subject to audit review.
|
| 2 |
Assign the appropriate account code. |
- Along with assigning an index to be charged, you must assign an appropriate account code:
- 637598: Meeting/ Conference Recharge – Hospitality Event
- 637599: Meeting/ Conference Recharge – Business/ Technical Event
|
| 3 |
Follow entertainment guidelines. |
- Read the overview of entertainment policy, and check guidelines for allowable expenses and occasions under UC entertainment policy.
- Ensure that expenses are allowable and meet all criteria, including maximum per-person rates.
- Follow policy on exceptional entertainment if:
- Expenses exceed the per-person maximum rates
- Spouses are included as guests
- The event is a morale-boosting function, such as holiday parties or gatherings
Note: Expenses for occasions such as birthday or farewell celebrations are not allowable and cannot be recharged to an index.
|
| 4 |
Recharge expenses. |
- You can now recharge the approved expense.
- Contact UCSD Catering or the Faculty Club if you need to make arrangements in advance.
|
|
|
Notice: UCSD entertainment and related policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD entertainment policy is UC Entertainment Policy and Regulations (PDF). |
|
|
