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Concur: Event Examples

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. If you need more information on the the available Event Expense Types, visit the Event Expense Types & Account Codes Blink page. 

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.