Skip to main content

System Status: 

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 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;
Employee Morale Building;
Fundraising (UC-hosted);
Grand Rounds;
Public/Community Service;
Student Events

Claimed under Events with meal expense on the Events Expense Report
Prepared Food/Catering Srvc On-Campus 536500 Y

Catering

Business/Technical Meeting;
Employee Morale Building;
Fundraising (UC-hosted)

Catering Event expenses; Taxable items 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;
Employee Morale Building;
Fundraising (UC-hosted);
Grand Rounds;
Public/Community Service;
Student Events

Sales tax on the receipt or invoice to be entered in the Concur Expense Details section
Tickets to sporting, theatrical, music event 536400 N

Non-Catering

Employee Morale Building;
Fundraising/Tickets

Tickets for donors, students, or guests to attend a community event, such as a sporting event, concert or other similar entertainment venue

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.