Meetings and Entertainment: Overview

UCSD allows the provision of meals or light refreshments for an event, such as a meeting, entertainment, and programmic activity, if it serves a bona fide UCSD business purpose.

Event types

Most events for UCSD business are 1 of these 3 types of events, each with certain policies and guidelines:

• Meetings: Infrequent and at least one employee present
• Programmatic activities: In connection with student programs or community support
• Standard entertainment: Involving a guest-host relationship
  • Special entertainment: Additional approval required by a vice chancellor or designee

Non-reimbursable events

Events that are personal in nature are not reimbursable, such as:

• Birthdays
• Weddings
• Anniversaries
• Farewell gatherings (other than retirement)

Expenses

Maximum per-person rates apply.

For entertainment expenses, review fund-source restrictions.

To simplify planning of individual events, purchases can be made in bulk if you:

• Limit the amount purchased to what will be used in a fiscal year
• Keep an inventory record (PDF) of all purchases

Receipts

An itemized receipt is required if an expense was $75 or greater, regardless of the per-person amount or the event total.

• Note: Your department may require receipts for all expenses, but UCSD policy requires a receipt only for an expense $75 or greater.

Guest/ participant list

A guest or participant list is required for meetings and all entertainment, but is not required for programmatic activities.

Alcohol

Fund-source restrictions apply.

A Use of Alcoholic and/ or Malt Beverages Form (PPM 510) (PDF) is required if alcoholic beverages were served on campus property.

Frequency limits and tax implications

UCSD does not pay or reimburse frequent or routine expenditures for meals or light refreshments for employees as they're considered taxable income by the IRS.

For meetings and entertainment events, limit:

• Meals to once per month, per group
• Light refreshments to twice per month, per group

A meal or entertainment expense is taxable income if:

• The activity is not directly related to the employee's job
• The expense if lavish or extravagant under the circumstances
• The official host (or other designated employee) is not present when the activity takes place
• The expense is not substantiated with supporting documentation and a receipt if an expense is $75 or greater

Requesting payment or reimbursement

Use MyMeetings and Hosted Events (MyEvents) to request a payment or reimbursement. The application offers:

• Built-in guidance, applying UCSD policy based on simple Yes/ No questions
• The ability to attach required documentation to the online request
• Online approval routing via MyApprovals
• Validation for fund source(s) to help comply with fund-source restrictions

See Using MyMeetings and Hosted Events (MyEvents) for setup instructions to use the application.

Questions

This information is designed to help you determine which policies and process to follow. Your specific event may not be addressed. If you have questions, contact:

• Travel and Entertainment Team
• For questions about expenses for personal reimbursement, contact Payment request specialists.
• For questions about a contract with a service provider or insurance for non-UCSD food service brought onto campus property, contact Kim Carnot, Business Contracts Office.

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).

Travel

Meetings & Entertainment

• Overview
  • Maximum Meal Expenses
  • Standard Entertainment
  • Special Entertainment
  • FAQ
  • University-Hosted Events
  • Meetings
  • Programmatic Activities
• Approving Entertainment