Last Updated: November 10, 2015 5:01:32 PM PST
Learn about MyMeetings and Hosted Events (MyEvents) for reporting meeting and entertainment expenses.
MyMeetings and Hosted Events (MyEvents) is an application for requesting expense reimbursements or payments for meetings, programmatic activities, and entertainment. Use MyEvents instead of Payment Authorization for these types of expenses.
You can use MyEvents if you're a UC San Diego employee assigned a specific approval hierarchy template called INV, ENT (or EN).
This table will help you identify event terms with the ones used in MyEvents.
See step-by-step instructions for Using MyMeetings and Hosted Events.
Your Departmental Security Administrator (DSA) sets up ENT/EN templates. The final approval (Level 1) is automatically filled with appropriate UC San Diego Travel contacts.
A preparer can own a single ENT/EN template, or multiple EN templates (EN1, EN2, EN3) if working with different approvers for different funds.
MyEvents guides you as to which level(s) of approvals is required, depending on the event nature and how you answer policy questions in the application.
Approvers use MyApprovals to review and approve MyEvents claims. Routing is automatic and determined by the preparer’s INV/ENT template, which should follow these pathways:
- Entertainment event routing/ hierarchy:
- Non-entertainment event routing/ hierarchy:
Note: MyEvents determines the level of approval required for each event and automatically routes to the appropriate approver. Some events no longer require entertainment approval, for these events the level 2 approver is skipped.
Events can be approved by someone with signature authority or with delegated entertainment approval authority, depending on the event type. Non-entertainment event types, such as a meeting or programmatic activity, require approval only by the person with signature authority (typically a department fund manager) before the final level of approval by UCSD staff.
Final approval must be by an authority who is not the host/meeting coordinator, and who does not report to the host/meeting coordinator.
To establish approval authority:
To ask questions, request a service, or report an issue, contact us through BFSupport
Note: this page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/myevents
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.