Faculty and Staff

Recharging UCSD Catering or Faculty Club Expenses

Last updated October 15, 2009 12:12:39 PM PDT
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Follow the steps below to comply with policy on university-hosted events when recharging UCSD Catering or Faculty Club expenses.

You can recharge UCSD Catering or Faculty Club expenses only if you follow specific requirements, including justification, approval, and use of appropriate account codes.

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1. Inform your fund manager before you place an order and commit funds.

  • Use the Recharge Approval form (Excel) for any recharged expense to document each transaction and keep on file in your business office.
  • Determine your type of event. For any official entertainment expenses:
    • Plan to obtain approval for standard entertainment or special approval for special entertainment.
    • Create a guest list, indicating if spouses are included.

  • Note: Because it's easy for employees to recharge entertainment, the department must maintain internal controls and documentation. Documentation is subject to audit review.

2. Assign the appropriate account code.

  • Along with assigning an index to be charged, you must assign an appropriate account code:
    • 637598: Meeting/ Conference Recharge – Hospitality Event
    • 637599: Meeting/ Conference Recharge – Business/ Technical Event

3. Follow entertainment guidelines.

4. Recharge expenses.

  • You can now recharge the approved expense.
  • Contact UCSD Catering or the Faculty Club if you need to make arrangements in advance.

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For more information, contact UCSD Travel or an individual Travel Team member.

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).