| What to complete |
How to do it |
| 1 |
Review entertainment policy. |
- Read about exceptional entertainment.
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| 2 |
Gather information. |
- Gather this information to process your request:
- Guest list
(names and titles of attendees)
- Cost per person
- Date of event
- Host's name
- Sales receipts
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| 3 |
Go to the online payment authorization. |
- Go to Request a Payment Authorization in FinancialLink.
- Log in if required.
If you do not have access to FinancialLink, please follow the directions on How to Get a User ID (Business Systems).
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| 4 |
Select or enter the Payee ID. |
- If you know the Payee ID, enter it in the Payee ID box and click the Submit button.
- If you do not know the Payee ID, enter the entity or person's name in the Search box.
- For an entity, enter the business name
(e.g., ABC Sales or ABC).
- For a person, use the last-name/ first-name format
(e.g., Smith, John or Smith, J or Smith).
- Click the Search button.
- Select a Payee from the list by clicking the appropriate Payee ID. You may need to click the Display More button to see all payees with a given name.
If the desired payee is not listed, complete a TravelLink request to establish a new payee. You will receive e-mail confirmation when your request has been completed.
Note: Payees who are foreign citizens or entities will be assigned a unique Payee ID if they do not have a Social Security number (SSN) or Federal Employer Identification Number (FEIN).
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| 5 |
Select or request an address type. |
- If the Payee is set up to receive direct deposit e-mail notification, the e-mail address will default, and you will not have the option to select an address. Proceed to Step 6.
- If the Payee is NOT set up to receive direct deposit e-mail notification, select the address type that corresponds to the address where the payment will be sent.
- If the desired address type is not listed, complete a TravelLink request to establish a new address. You will receive e-mail confirmation when your request has been completed.
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| 6 |
Create a ledger reference. |
- Create a ledger reference to identify and track your payment authorization expense on the operating ledger.
- The ledger reference can be:
- Up to 10 characters
- Alpha, numeric, alphanumeric, or symbolic
- Used multiple times
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| 7 |
Note or change the payment tracking number. |
- A payment tracking number will be assigned to your request. The number will consist of your login ID and the current date.
- You can change the number. However, the new number must be:
- Unique and can only be used once for that particular Payee ID
- Nine characters (either numeric or alphanumeric)
Note: The payment tracking number will display on the Payee History screen.
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| 8 |
Answer questions. |
- Does documentation need to be sent to the payee along with the payment?
- Select NO if reimbursing a host for entertainment.
- Select YES if paying a vendor for entertainment costs and submitting an invoice.
Note: If you respond YES to Step 8a, you must send documentation to UCSD Travel before your payment request will be approved.
- Is this payment reportable as income?
- Answer NO to this question.
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| 9 |
Select the approval template. |
- Select the ENT approval template.
Note: Use only the ENT template. Contact your Department Security Administrator (DSA) if you have questions about your approval template or department approval process.
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| 10 |
Click Submit. |
- Click Submit to save your request.
- Check your request for accuracy.
- If you don’t need to make changes to the request: Click Continue.
- If you do need to make changes to the request: Make the changes, click Submit to save the changes, then click Continue.
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| 11 |
Skip the non-taxable amounts box.
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- This box does not apply to entertainment.
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| 12 |
Set up the accounting distribution. |
- If you want to charge a single index and account:
- Enter the index and amount.
- Select account 637250 from the Frequently Used Account Numbers list.
Note: UCSD Travel will adjust to the appropriate account code for
exceptional entertainment.
- If you want to charge multiple indexes and accounts, use the next distribution line to:
- Enter an index.
- Enter an amount.
- Select account 637250 from the Frequently Used Account Numbers list as above.
- Repeat steps 1–3 in each row of the distribution table as needed.
Note: The total of all distribution amounts must equal the total of the entertainment payment.
- If you need more than two distribution lines:
- Complete the two lines provided by following Step 12b.
- Click the Submit button.
- Click the Additional Distribution button.
- Repeat steps 1–3 as necessary.
Note: You can use up to five distribution lines.
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| 13 |
Click Submit. |
- Click Submit to save your request.
- Check your request for accuracy.
- If you don’t need to make changes to the request: Click Continue.
- If you do need to make changes to the request: Make the changes, click Submit to save the changes, then click Continue.
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| 14 |
Complete the document text. |
- Confirm the following in the box provided for document text:
- You understand the policy on exceptional entertainment.
- This expense/ occasion serves an official UCSD business purpose.
- No fund source restrictions apply to this entertainment expense/ occasion.
- Answer these questions:
- Are alcohol expenses included in this request? If YES, please ensure that alcohol is allowed on the fund source charged.
- Do you have the sales receipt? If NO, your event requires approval for an exception to policy. The Travel Office will print your completed Payment Authorization Summary and route it to the disbursements manager for review.
- Did this entertainment event/ occasion take place more than a year ago? If YES, your event requires approval for an exception to policy. UCSD Travel will print your completed Payment Authorization Summary and route it to the disbursements manager for review.
Select the Type of Expense from the list provided.
Select the Nature of Expense:
Provide this event information:
- Description/ purpose of event
- Number of participants
- Cost per person
- Date of event
- Name of host
- Guest list
(names and titles of guests in attendance)
Provide contact information:
- Your name
- Your extension
Note: The document text requires additional signature approval for exceptional entertainment. You will complete the approvals in Step 19.
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| 15 |
Complete the message to payee text. |
- Provide a brief description of the entertainment event/ occasion.
Example: In payment of entertainment expenses for employee holiday party held on 12/18/03
Note: This text will print on the check stub or direct deposit confirmation notice.
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| 16 |
Click Submit. |
- Click Submit to save your request.
- Check your request for accuracy.
- If you don’t need to make changes to the request: Click Continue.
- If you do need to make changes to the request: Make the changes, click Submit to save the changes, then click Continue.
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| 17 |
Review payment summary. |
- Review the Payment Authorization Summary to ensure that all payment information is correct.
- If you wish to make changes to your request, use the gold buttons at the top of the payment summary.
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| 18 |
Complete and approve the request. |
- Click Complete/ Approve to route your request for approval by the person authorized to approve entertainment expenditures in your department, and by UCSD Travel.
- Write the document number assigned to your request on the original receipt and on any other documentation you submit to the Travel Office.
Note: The document number is highlighted in yellow at the top of the Payment Authorization Summary.
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| 19 |
Obtain approval signature. |
- Click the Print Document link at the top of the Payment Authorization Summary.
- Obtain the signature approval required for exceptional entertainment.
Note: Exceptional entertainment requires approval by the vice chancellor or the chancellor's designee.
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| 20 |
Make copies. |
- Make copies of:
- Receipts
- Other original documentation
- Payment Authorization Summary with approval signatures
- Retain copies for your records.
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| 21 |
Submit documentation. |
- Submit this documentation to UCSD Travel, Mail Code 0955:
- Printed Payment Authorization Summary
(including approval signatures)
- Original receipts
- Any other supporting documentation
Note: Be sure to indicate the document number that corresponds to your online payment request on all submitted documentation.
Note: The turnaround time for processing your request is as short as possible. Although typically two days, please allow four days from the date UCSD Travel receives your completed request. You may experience a longer turnaround time if requesting approval for an exception to policy.
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