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Requesting Reimbursement for Entertainment Expenses (Paper Form)
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Summary: Use these step-by-step instructions to request reimbursement for entertainment expenses.
Entertainment is processed online. See guidelines for using Payment Authorization for Entertainment. Use the guidelines below only if your request cannot be processed online, such as if you will request:
- Direct payment to the host's UCSD Travel Card account
- Payment to a host/ vendor for multiple entertainment events on one transaction
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| What to do |
How to do it |
| 1 |
Complete the Request for Reimbursement of Entertainment Expense form. |
- Fill out the Request for Reimbursement of Entertainment Expense form.
- If entertainment expenses were charged to the UCSD Travel Card and you would like UCSD Travel to pay the card directly, be sure to check the Direct Pay Card box and include the hosts's UCSD Travel Card account number.
- Verify that entertainment expenses, including alcohol (when applicable), are allowable on the fund source you list on the form.
- Include an appropriate account code for entertainment on the form.
- If submitting multiple entertainment events with one form, complete the multiple entertainment supplement.
Note: You can request reimbursement for mutiple entertainment events on one form only if the same host or third party is to receive all payments. If the events involve more than one host or multiple third parties, separate entertainment forms must be completed for each.
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| 2 |
Obtain signatures. |
- The Request for Reimbursement of Entertainment Expense form requires multiple signatures:
- Host's signature
- Approval for payment signature. This is the signature of the person who has been delegated signature authority on the fund source.
- Approval for authorization signature. This is the signature of the person who has been delegated the authority to authorize entertainment.
Note: Chancellor or vice chancellor approval is also required when the entertainment is exceptional.
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| 3 |
Attach the guest list. |
- Attach a guest list that provides the following information for each attendee:
- Name
- Title
- Occupation or group name
Note: You can use the guest list provided with the Request for Reimbursement of Entertainment Expense form, or create your own. You can also use an RSVP or membership list.
Note: If extenuating circumstances prevent you from providing a guest list, please contact UCSD Travel.
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| 4 |
Attach receipts. |
- Attach original, itemized receipts so that all food and beverage charges can be identified.
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| 5 |
Submit the reimbursement request to UCSD Travel. |
- Mail the following information to UCSD Travel, Mail Code 0955:
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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). |
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