MyMeetings and Hosted Events Overview

Learn about MyMeetings and Hosted Events for reporting meeting and entertainment expenses.

MyMeetings and Hosted Events (MyEvents) is a new 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 UCSD employee assigned a specific approval hierarchy template called INV, ENT (or EN).

See these topics for more information on MyEvents:

• Definitions
• Instructions
• Templates
• Approval routing
• Departmental approvers

Definitions

This table will help you identify event terms with the ones used in MyEvents.

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Instructions

See step-by-step instructions for Using MyMeetings and Hosted Events.

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Templates

Your Departmental Security Administrator (DSA) sets up ENT/EN templates. The final approval (Level 1) is automatically filled with appropriate UCSD 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.

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Approval routing

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 ENT/EN template, which should follow these pathways:

• Entertainment event routing/ hierarchy:

  

• Non-entertainment event routing/ hierarchy:

  

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Departmental approvers

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.

To establish approval authority:

• For non-entertainment events (e.g., meeting and programmatic activities), complete the signature authorization form (PDF).
• For entertainment events, complete the standard entertainment form (Excel).

  Submit completed approval authority forms to Travel, Mail Code 0998.

• For special entertainment, vice chancellors or the chancellor’s designee can approve. This requires a specific delegation letter and an approval form (Excel). Contact Policy and Records Administration for details.

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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).