How to Pay for a UC San Diego-Sponsored Retreat for Employees

Last Updated: June 1, 2023 8:45:15 AM PDT

If you have received authorization, use these step-by-step instructions to issue payment when organizing a UC San Diego-sponsored retreat.

Note: Employee retreats differ from a meeting or hosted event in that they include some type of activity designed to improve teamwork and overall functioning of a team or department at UC San Diego.

Coordinate event and gather information.

Determine your budget and requirements:
- Date(s) and approximate number of attendees
- Identify and book appropriate venue
  - See How to Engage Caterer for a UCSD Event
  - For Hotel or Restaurant accomodations check out Hospitality Contracts for Meetings, Events or Room Blocks Blink page
  - If onsite, see Reserving Space at UCSD and UC San Diego Catering Services Overview
- Audiovisual equipment
- Catering arrangements
- Will there be performing artists, gifts and awards, or other goods and services
- Lodging arrangements
- Parking arrangements
Determine any guest speakers
- Arrange for travel and lodging
  - Create a Concur Travel Request to have the trip(s) pre-approved, prepay any expenses, and reimburse the traveler for out-of-pocket expenses via a Concur Travel Expense Report
Ask your department fiscal office for Chart of Accounts (COA) information, if necessary

Request payment.

For UC San Diego-sponsored retreats, follow the instructions for on How to submit an Event Expense Report in Concur.

Questions.

This information is designed to help you determine which policies and process to follow. Your specific event may not be addressed. If you have questions, contact:

UC San Diego Services & Support portal

For questions about a contract with a service provider or insurance for non-UC San Diego food service brought onto campus property, see Signing Contracts and Agreements.

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