Concur: Event Examples

Last Updated: July 24, 2024 4:15:49 PM PDT

See examples to assist you in determining the category your event falls into in Concur.

This page is designed to assist with the Concur tool, for policy guidance see the meetings and entertainment overview.

To help you understand the terms used in Concur, each business event type includes a definition and event examples that fall into a particular category.

Note: Please review this guide for a quick reference of the approvals needed for specific Event types.

1. Business/Technical Meeting

Infrequent gatherings between university employees, faculty, students and guests are considered business/technical meetings. A meeting must have an agenda which is the sole focus of the session. To be eligible for reimbursement, any food/beverage must be clearly necessary and integral to the meeting.

Examples of a meeting include:

Grant project discussions
Lab meeting
Research collaboration
Dinner to discuss donor prospects
Dinner to discuss research and seminar
Recruitment lunch
Dinner with research group following a lecture
UC San Diego employees gathering off-site (at a restaurant or private residence)

Note: The approval routing for Business/Technical Meetings is based on the attendees and the location of the meeting. The information that you choose for both of these categories will determine how many levels of approval will be required.

2. Employee Morale Building

Employee Morale Building events for employee appreciation are considered special entertainment. Examples include:

Welcome celebration to introduce new faculty member to support staff
Lunch celebration of recruitment project completion
Department holiday celebration
Employee recognition receptions
Employee/staff retreat

3. Fundraising/Tickets

An invitation to attend a community event or fundraiser that requires the purchase of a table or tickets is considered special entertainment. Examples include:

Tickets to IMAX feature to encourage student participation in the science and technology program
Purchase of a table for the San Diego Business Journal Women Who Mean Business 2010 Awards

4. Public/Community Service

Events based on an open invitation to the general public or community are considered programmatic in nature. Examples include:

Opening reception for an exhibition
Department open house
Educational conference

5. Grand Rounds

Providing meals and snacks to healthcare workers (doctors, residents, and medical students) that are not able to obtain food during working hours. An example of this is:

A working noon-time lecture by a Medicine faculty member to a group of residents and/or faculty

6. On-the-Job Meals

Providing meals and snacks for work and program related circumstances are programmatic in nature. Examples include:

Lunch provisions for research subjects
Meals for employees that can't leave their job post

7. Student Events

Sponsoring a student event is considered a programmatic activity. Examples include:

Gathering for graduate students
Quarterly social event
Social hour

8. Athletics - Recruiting

This event example should only be used by Athletics for recruitment event expenses.

9. Athletics - Team

This event example should only be used by Athletics related to team activities.

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.

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.