Using MyMeetings and Hosted Events

• Before logging in to MyEvents, scan and save the following (as applicable) to electronically attach to your request:
  • Use of Alcoholic and/ or Malt Beverages Form (PPM 510) (PDF): If alcoholic beverages were served on campus property
  • Itemized receipt: If one or more expense was $75 or greater, regardless of the per-person amount or the event total. (See step 6 for deposit receipt requirements.)
    
    • Note: If your departmental requires receipts for all expenses, please note it is not required by UCSD policy or the online application.
  • Participant list/ guest list: Required for all event types, except Extending, Providing, and Sponsoring
  • Transmittal Letter: Required for Attending a fundraising event only. (See a sample transmittal letter.)
    Note: You'll need the contribution vs. meal amount for completing step 7.

If you're unable to provide the information electronically, MyMeetings includes instructions for posting your documents via fax. (If using this option, allow 2 days for documents to post to your event.)

• Go to MyEvents.
  • If you're logged in to Single Sign-On (SSO), the MyEvents welcome screen appears. Proceed to step 3.
  • If you're not logged in to SSO, you'll see the SSO screen. Log on with your user ID and password.

Note: If you don't have a SSO user ID and password, see Single Sign-On: How to Self-Register.

• Read the welcome screen.
• For new requests, select Create a new document.
  • Once you create a new document, use MyMeetings to:
    • View or edit an incomplete document
    • View or edit an incomplete deposit document
    • View a completed document

Note: As you complete the claim, use the Next button to proceed and save your entries along the way. If you're unable to complete your claim, use the Save and Exit button to ensure all entries are saved.

• Select the nature of the event. To help determine the type, click See categories for expanded descriptions.

• Enter the requested information, including the event:
  • Date (Entering a future date is only allowed for payment of a deposit.)
  • Location
  • Description
  • Business purpose served
• Depending on the type of event, you may be asked to provide:
  • Host/ Meeting Coordinator: Search for the host/ meeting coordinator
  • PPM 510 form (PDF): If alcoholic beverages were served on UCSD property (fund-source restrictions apply)
  • Transmittal letter: If attending a fundraising event (see sample)

• Enter the number of guests.
• Enter participant information or attach a participant list (including participant name, title, and occupation or business association).

Note: If a guest list includes a spouse, partner, or family member, it's considered special entertainment and requires approval by the vice chancellor or designee. Indicate the business purpose for the spouse/ partner/ family member's attendance.

• Search for payee if the field is blank or the payee is different from the host/ meeting coordinator you selected in step 2. If you search for a payee:
  • Choose an address type (business or residence, not a UCSD mail code). If payee is set up with direct deposit, payment will always default as direct deposit regardless of which address type you choose.
• Add a message to the payee. (Included in an e-mail for Automated Clearing House (ACH) payments or as text on a printed check.)
• Select if payment will be in the form of reimbursement to the host or payment to a service provider/ vendor.

• Enter the expense amount in the proper category.

• Enter the index to be charged for this event. More than one index can be charged for the event, as long as the distribution totals match.
• Choose an account code from the drop-down menu.
• For special entertainment events, follow fund-source requirements.

• MyEvents automatically e-mails the host for approval, as needed, on completion. See routing pathways in MyMeetings and Hosted Events Overview.
• Approval routing is based on your EN/ENT approval template, so if you have more than one template, choose the appropriate one for routing the request.
• If needed, MyEvents automatically provides you with an option(s) for special entertainment approval. Choose the appropriate primary and alternate approver.

• Check the details of the MyEvents claim displayed on the Submit page, and click I Agree if the information is accurate.
  • If you're preparing your own claim, you certified the expense claim by selecting I Agree in the review and submit portion of MyMeetings.
  • If you're preparing on behalf of a host/ meeting coordinator, the host will receive an e-mail to certify their claim using MyApprovals.
• Final processing depends on claim details, timely submission of receipts, and the time required for the approver to review it.
• Reimbursements are issued on the business day following approval.