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Exceptional Entertainment
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Click the links below to read how the following circumstances require approval by the vice chancellor or the chancellor's designee:
- Costs that exceed the per-person maximum: Entertainment expenses that exceed the per-person maximum require approval by either the
vice chancellor or a designee. Provide a written justification as to why higher costs were unavoidable and necessary to achieve the UCSD business purpose of the entertainment.
Note: Even with appropriate justification and approval, costs may not exceed the per-person maximum by more than 200%. If this were to occur, it would require a special request to the chancellor for review and approval and be limited to special circumstances.
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- Events that include a spouse or partner: Entertainment expenses associated with the spouse or partner of a guest or
with the host's spouse or partner are exceptional and require the approval of the vice chancellor or a designee.
Note: A spouse or partner's entertainment expenses can be approved only if the spouse or partner has a bona fide business purpose for attending the event. Examples of these events include:
- Fund raisers
- Alumni gatherings
- Community and recruiting events
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- Faculty/ staff picnics or holiday gatherings: Faculty and staff morale-boosting functions, such as picnics or holiday gatherings, are considered exceptional entertainment. The cost of light refreshments or meals for such events must be approved by the vice chancellor or a designee.
- Note: Morale-boosting functions must serve a UCSD business purpose. Occasions such
as employee birthdays, weddings, anniversaries, and farewell gatherings (other than retirement) are not considered official entertainment and are not eligible for reimbursement.
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Using appropriate funds
Please note the following restrictions when assigning entertainment costs:
- Exceptional expenses and tickets: Entertainment expenses that exceed the per-person maximum as well as the cost of tickets to sporting events, concerts, and other similar venues cannot be charged to state funds.
- Picnics, holiday gatherings, and spouses or partners: Entertainment expenses incurred for staff and faculty picnics and holiday gatherings as well as those incurred by the spouse or partner of a host or guest cannot be charged to state funds, but may be charged to federal, or other funds as long as fund guidelines are met.
Note: When a conflict exists between fund guidelines and UCSD entertainment policy, the more restrictive of the two policies applies.
Need an expert? Check the Travel Office Staff Directory to find a contact who can help you.
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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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