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MyEvents Overview

Learn about MyMeetings and Hosted Events (MyEvents)

MyMeetings and Hosted Events (MyEvents) was used to claim expenses or request payments for meetings, programmatic activities, and entertainment. These expense claims and requests for payment are now processed through MyPayments.  

Documents still pending approval in MyEvents can be processed and approved in MyEvents. New documents should be created in MyPayments. 

MyEvents document history will continue to be accessible in MyEvents and FinancialLink. 

The following information is applicable for approving existing MyEvents documents and querying historical MyEvents documents.

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Definitions

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

Event type MyEvents event nature
Meetings Meetings
Programmatic activities Extending
Providing
Sponsoring
Standard entertainment Hosting
Special entertainment Attending
Celebrating

Instructions

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

Templates

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.

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 INV/ENT template, which should follow these pathways:

  • Entertainment event routing/ hierarchy:

    Approval flowchart

  • Non-entertainment event routing/ hierarchy:

    Non-entertainment approval flowchart

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.

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.

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:

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

    Submit completed signature authorization and 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 (PDF). Contact Policy and Records Administration for details.

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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.