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Find answers to common questions about meeting and entertainment processing, policy, and related topics.
Essentials
Online processing
Documentation
Miscellaneous
Q: What is standard entertainment?
A: Entertainment is considered standard when there is a guest-host relationship, the purpose is official business entertainment, and the nature and cost of the event is within the limits of standard rather than special entertainment.
Learn more about standard entertainment.
Q: What is special entertainment?
A: Entertainment is considered special when costs exceed the per-person maximum, a spouse or partner is included, it's a faculty/ staff picnic or holiday gathering, or a sporting event, concert, or similar venue.
Learn more about special entertainment.
Q: What is an employee morale-boosting event?
A: An event that serves the business purpose of employee morale, such as a staff picnic or holiday gathering.
Q: What is the allowable per-person maximum for entertainment?
A: See the current maximum for each meal type.
Q: What types of occasion are not eligible for reimbursement?
A: Birthdays, weddings, anniversaries, and most farewell gatherings are not eligible.
Q: Who can approve standard entertainment, and who can approve special entertainment?
A: You can approve standard entertainment if you have the delegated authority to approve entertainment and you have filed a completed an Approval Authority for University Sponsored Entertainment (Excel) form with UCSD Travel.
For special entertainment, in general, those in the following titles can approve with official delegation: The chancellor (in all instances) and vice chancellors (within their areas).
Learn more about Approving Entertainment.
Q: What is the turn-around time for processing my reimbursement?
A: Your reimbursement will take up to 5 business days from the date UCSD Travel receives your completed request with appropriate supporting documentation.
Q: What template do I need to complete an entertainment reimbursement?
A: You need an approval template that starts with the letter E. If you do not have one that starts with the letter E, contact your Department Security Administrator (DSA).
Q: If alcoholic beverages are served on campus, what additional documentation is required?
A: If you serve alcoholic beverages on campus, you must submit an approved UCSD Police Department form Use of Alcoholic and/or Malt Beverages (PDF) with the reimbursement request. The form is required in advance for any on-campus event that includes alcoholic beverages.
See more about use of alcoholic beverages for an on-campus meeting or event.
Q: Is an original receipt required? What if the receipt is unavailable?
A: For an amount $75 or greater, an original itemized receipt is required. If an original receipt is unavailable, provide a photocopy of the receipt or credit card statement. Include documentation that the receipt is lost or unavailable. If using restricted funds, you must also indicate if alcoholic beverages were purchased.
Q: Do I always need a guest list?
A: A guest list is required including participant names, their titles, and occupation or business relationship. For a large function, such as a staff appreciation event of 100 or more participants, it may not be feasible to provide a guest list, so provide a description of the group.
Q: Should I claim taxes and other expenses like service and delivery charges separately from the total amount?
A: No, the total should include taxes and other expenses, such as service and delivery charges. However, costs for facility or room rental can be claimed separately.
Q: If alcoholic beverages are served, is it considered special entertainment?
A: No, it's not considered special entertainment provided that all other conditions are met to qualify as standard, rather than special entertainment; however, there are fund source restrictions.
Q: What are the fund restrictions for alcoholic beverages, on and off campus?
A: Alcoholic beverages cannot be charged to state or contract and grant funds (check other funds for restrictions).
Q: For a conference, how do I know which process to use for paying the expense?
A: Determine the nature of the event, the participants and purpose, and whether the participants will incur any travel expenses. This information will help you determine which policies and process to follow.
See an overview of factors to consider and examples of each type.
Q: If I use UCSD Catering or the Faculty Club for an event, how do I account for and document entertainment expenses?
A: If costs are incurred for entertainment expenses and charged to an index, follow UCSD policy for entertainment and learn how to recharge UCSD Catering or Faculty Club expenses.
Notice: UCSD policy for meetings, entertainment, and hosted events, 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 is UC Expenditures for Business Meetings, Entertainment, and Other Occasions (PDF).