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Meetings and Programmatic Activities

Learn about meals and light refreshments for university business meetings and hosting programmatic activities for university business.

Use Concur (login required) to claim expenses, request payments, or reconcile Travel & Entertainment Card charges/transactions for meetings and programmatic activities.

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

Meetings

Meetings that include UCSD meals or light refreshments must serve a substantial business purpose and have at least one employee present.

Types, location, and purposes

Typically a meeting between UCSD employees is held on UCSD property rather than at a restaurant or residence. It would take place during work hours, however if that is impossible, a meeting might have to be held during lunchtime for example a working lunch in which case food/beverage might be provided to participants.

Meetings can be between:

  • University employees on an infrequent basis if the meeting cannot be scheduled during regular, working hours
  • Faculty, staff, and students
  • Employees and other participants

A meeting must have an agenda which is the sole focus of the session. To be eligible for reimbursement, any food/beverage must clearly be necessary, an integral part of the meeting, and serve one of the following purposes: 

  • Administrative, planning, workgroups
  • Planning, mentoring, workgroups (faculty, staff, and students)
  • Formal training sessions, conferences (not on travel status)
  • Professional association, scholarly society, external organization
  • UC-wide meetings, Academic Senate, Regents

Frequency

UC San Diego does not pay or reimburse frequent or routine expenditures for meals or light refreshments for employees, which are treated as taxable income by the IRS.

For meetings, limit the frequency of:

  • Meals to once per month, per group
  • Light refreshments to twice per month, per group

Approval

Meetings require approval by employees with delegated signature authorization. Please reference the Approving Meetings & Entertainment page for more information. Some circumstances, such as exceeding per-person meal maximums, require special approval by either the Vice Chancellor or a designee. See approval routing guidelines.

Programmatic Activities

Programmatic activities:

  • Support UCSD's educational and community programs
  • Are distinct from entertainment, thus do not require Department Head approval

Types and purposes

The following are examples of programmatic activities:

  • Athletic teams, training, game-related activity (at home, no travel)
  • A class, study hall, or other academic-based activity
  • Student orientation programs, commencement exercises, and similar activities
  • Student government meeting, association meeting, or other student meeting
  • Continuing educational programs, such as medical or dental education programs, executive MBA and similar self-supporting programs
  • Activities that serve refreshments as a crucial part of the program, such as blood donation events that offer juice and cookies to blood donors
  • Volunteers and research subjects
  • Employee on-the-job meals
  • Grand rounds (Medical Center)

Per-person rates

Maximum per-person rates apply.