Meetings and Entertainment: Maximum Meal Expenses

If you host guests as a matter of official UCSD business, read the guidelines below for details about the per-person maximum allowable expense for meals.

The maximum amount per person that can be reimbursed for allowable meeting and entertainment occasions varies depending on the meal:

When an expense exceeds the per-person maximum provided in the chart above, it is special entertainment, which:

• Cannot be charged against state or federal funds
• Requires approval from the vice chancellor
  • Note: In some areas, the chancellor has delegated this authority to another person.

Per-person meal expense is for an entire event and:

• Includes: Pre-meal items (e.g., beverages and hors d'oeuvres), meal, labor, sales tax, delivery charges, and other service fees.
• Doesn't include: Room rental and setup fees, media rental fees, decorations, and other non-meal expenses.

The host is required to provide receipts for departmental review. The receipts must identify both food and beverage charges.

When requesting a payment or reimbursement, submit original, itemized receipts to UCSD Travel, if the event is:

• $75 or more
• Special entertainment (any dollar amount)

Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/entmeals

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

Overview

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