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MyPayments: Event Examples

See examples to assist you in determining the category your event falls into in MyPayments.

This page is designed to assist with the MyPayments tool, for policy guidance see the meetings and entertainment overview.

To help you understand the terms used in MyPayments, each event type includes a definition and example events that fall into a particular category.

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1. Hosting

Hosting occurs when an individual or department invites guests to attend, it is considered standard entertainment unless an exception applies. Examples include:

  • Dinner to discuss donor prospects
  • Dinner to discuss research and seminar
  • Recruitment lunch
  • Dinner with research group following a lecture
  • UC San Diego employees gathering off-site (at a restaurant or private residence)
Note: Hosting is often confused with Meeting, in general, the following meeting conditions are considered Hosting:
  • The purpose could be perceived as both discussing business and enjoying a meal. (For a meeting, the food/ beverage should be incidental to the meeting.)
  • There is focus on the food and beverage, for example getting food or groceries at one provider and beverages or flowers/ decor at another provider.

2. Meeting

Infrequent gatherings between university employees, faculty, and students are considered business meetings. A meeting must have an agenda which is the sole focus of the session. To be eligible for reimbursement, any food/ beverage must clearly be necessary and integral to the meeting.

Examples of a meeting include:

  • Grant project discussions
  • Lab meeting
  • Research collaboration

Note: Meeting is often confused with Hosting, in general the following are not considered Meeting:

  • The purpose could be perceived as both discussing business and enjoying a meal. (For a meeting, the food/ beverage should be incidental to the meeting.)
  • There is focus on the food and beverage, for example getting food or groceries at one provider and beverages or flowers/ decor at another provider.

3. Celebrating

Celebratory events for employee appreciation and morale are considered special entertainment. Examples include:

  • Welcome celebration to introduce new faculty member to support staff
  • Lunch celebration of recruitment project completion
  • Department holiday celebration

4. Attending

An invitation to attend a community event or fundraiser that requires the purchase of a table or tickets is considered special entertainment. Examples include:

  • Tickets to IMAX feature to encourage student participation in science and technology program
  • Purchase of a table for the San Diego Business Journal Women Who Mean Business 2010 Awards

5. Extending

Events based on an open invitation to the general public or community are considered programmatic in nature. Examples include:

  • Opening reception for an exhibition
  • Department open house

6. Providing

Providing meals and snacks for work and program related circumstances are programmatic in nature. Examples include:

  • Educational conference
  • Lunch provisions for research subjects

7. Sponsoring

Sponsoring a student event is considered a programmatic activity. Examples include:
  • Gathering for graduate students
  • Quarterly social event
  • Social hour

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Notice: UC San Diego policy for meetings, entertainment, and hosted events, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source is UC Expenditures for Business Meetings, Entertainment, and Other Occasions.