Event Expense Types & Account Codes
Find Event Expense Types available in Concur.
In Concur, a specific COA Account is associated with each Event Expense Type in the Report Type: Events & Other Reimbursements. Sales & Use Tax is assessed based on the taxability of the Account value of the expense/purchase.
Review the table below for a list of available Concur Event Expense Types including default COA Account values associated with them, their taxability (sales & use tax), and guidance on when you might use each one.
|
Concur Expense Types: Meals/Meetings/Events |
COA Account |
Sales/Use Tax Taxable (Y/N) |
Event Type |
Business Purpose Type | Things to Note |
|---|---|---|---|---|---|
| Audio Visual Services | 530103 | Y |
All |
Business/Technical Meeting; Employee Morale Building; Fundraising (UC-hosted); Grand Rounds |
Sales tax on the receipt or invoice to be entered in the Concur Expense Details section |
| Beverages - Alcoholic (Incl. tax & tips) | 536401 | N | All | Business/Technical Meeting; Employee Morale Building; Fundraising/Tickets |
PPM-510 Alcohol Policy form is required if on-campus event |
| Charitable Donation/Contribution | 536400 | N | All | Fundraising (non UC-hosted) |
The contribution portion paid directly to the organization for fundraisers/non-profit events (purchase of table); Food- Dine In, Delivery, Pickup would be added for the fair market value of the meal portion |
| Entertainment Meals-Travel Status | 536400 | N | N/A | N/A |
Off-campus business/technical meeting that occurs while on travel status (Travel Expense Report) |
| Food - Dine In, Delivery, Pickup (meals) | 522002 | N | Non-Catering | Business/Technical Meeting; Employee Morale Building; Fundraising/Tickets; Grand Rounds; On-the-Job Meals; Public/Community Service; Student Events |
General (non-catering) meal expense type; meal-related expenses including food, non-alcoholic beverages/refreshments, tips, sales tax included, etc. |
| List of Attendees | 522002 | N | All | Business/Technical Meeting; Employee Morale Building; Fundraising/Tickets; Grand Rounds; On-the-Job Meals; Public/Community Service; Student Events |
Alternative way to attach the participant list as a file in lieu of adding attendees directly within Concur Attendees section Please note: The system will not be able to report on the individual attendees if this List of Attendees attachment is done |
| Meeting Room Rental | 532100 | N |
All |
Business/Technical Meeting; |
Claimed under Events with meal expense on the Events Expense Report |
| Prepared Food/Catering Srvc On-Campus | 536500 | Y |
Catering |
Business/Technical Meeting; |
Catering Event expenses; Taxable items (food, beverages, labor, rentals, service fees, etc.) on the catering invoice; Sales tax on the receipt or invoice to be entered in the Concur Expense Details section |
| Rental of Supplies | 522201 | Y |
All |
Business/Technical Meeting; |
Sales tax on the receipt or invoice to be entered in the Concur Expense Details section; if tax exempt, select proper tax exempt code |
| Tickets to sporting, theatrical, music event | 536400 | N |
Non-Catering |
Employee Morale Building; |
Tickets for donors, students, or guests to attend a community event, such as a sporting event, concert or other similar entertainment venue |
| *Supplier Info | 536500 | N/A |
Catering Events |
*REQUEST Type of Service: Catering-Full Service; Catering-Bartending |
For Event Requests to contract outside caterer/bartending service provider, add this Expense Type to provide supplier information that will be included in the Catering Services Confirmation PDF that user will send the supplier |
Note: Although use tax assessment is based on the COA Account, the expense will post to the ledger according to the Expenditure Type when using a project and POET information.
Taxable Income
UC San Diego business travel and entertainment in compliance with policy generally does not result in additional taxable income to the employee. Although certain categories, such as late submissions, unsubstantiated expenses, or employee moves, are considered taxable income to the employee.