Meetings and Entertainment: FAQ

Entertainment is considered standard when there is a guest-host relationship, the purpose is official business entertainment, and the nature and cost of the event is within the limits of standard rather than special entertainment.

Learn more about standard entertainment.

Entertainment is considered special when costs exceed the per-person maximum, a spouse or partner is included, it's a faculty/ staff picnic or holiday gathering, or a sporting event, concert, or similar venue.

Learn more about special entertainment.

An event that serves the business purpose of employee morale, such as a staff picnic or holiday gathering.

See the current maximum for each meal type.

Birthdays, weddings, anniversaries, and most farewell gatherings are not eligible.

You can approve standard entertainment if you have the delegated authority as a department head to approve entertainment and you have filed a completed Approval Authority for University Sponsored Entertainment (Excel) form with UC San Diego Travel.

Final approval must be by an authority who is not the host/meeting coordinator, and who does not report to the host/meeting coordinator.

For special entertainment, in general, those in the following titles can approve with official delegation: The chancellor (in all instances) and vice chancellors (within their areas).

Learn more about Approving Entertainment.

Your reimbursement will take up to 5 business days from the date UC San Diego Travel receives your completed request with appropriate supporting documentation.

If you serve alcoholic beverages on campus, you must submit an approved UC San Diego Police Department form Use of Alcoholic and/or Malt Beverages (PDF) with the reimbursement request. The form is required in advance for any on-campus event that includes alcoholic beverages.

See more about use of alcoholic beverages for an on-campus meeting or event.

For an amount $75 or greater, an original itemized receipt is required. If an original receipt is unavailable, provide a photocopy of the receipt or a redacted credit card statement. Include documentation that the receipt is lost or unavailable. If using restricted funds, you must also indicate if alcoholic beverages were purchased.

A guest list is required and it needs to include participant names, their titles, and occupation or business relationship. For a large function, such as a staff appreciation event of 100 or more participants, it may not be feasible to provide a guest list, so provide a description of the group.

No, the total should include taxes and other expenses, such as service and delivery charges. However, costs for facility or room rental can be claimed separately.

No, it's not considered special entertainment provided that all other conditions are met to qualify as standard, rather than special entertainment; however, there are fund source restrictions.

Alcoholic beverages cannot be charged to state funds or contract and grant funds (check other funds for restrictions).

Determine the nature of the event, the participants and purpose, and whether the participants will incur any travel expenses. This information will help you determine which policies and process to follow.

See an overview of factors to consider and examples of each type.

Yes. However, before you host a UC San Diego business event at your home, you should consider the amount of personal risk you are prepared to accept. How much coverage would your personal homeowners or rental insurance policy need to provide? While each incident is different, are you ready to accept personal liability for injuries sustained by your guests? Falls, dog bites, food poisoning, drowning and alcohol service violations are common incidents that must be covered by your personal insurance. Don’t make the commitment without being fully informed. Contact Jon Schmidt, Director of Risk Management, at (858) 534-3782 or by email to learn about potential risk and ways in which to minimize it.