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Entertainment (Academic Affairs): Who Can Approve

Read about entertainment approval authorities for Academic Affairs.

Official entertainment, both standard and special, must be approved by someone who has been delegated that authority. Find information on approval authority and guidelines.

Background: The host is responsible for contacting someone with entertainment approval authority prior to the event and providing an estimate of expenses and information on the type of meal and beverages to be served. After the event concludes, the person with approval authority must approve the MyEvent claim.

Who can approve standard entertainment? Department chairs, unit heads, ORU (Organized Research Unit) directors, and department business officers have been delegated the authority to approve standard entertainment consistent with UC San Diego policy. Note: Approval authority is contingent upon completion of the Approval Authority for University Sponsored Entertainment form (Excel). Units are responsible for submitting updates or cancellations of approval authority.

Who can approve special entertainment expenses? The Executive Vice Chancellor – Academic Affairs has delegated approval authority for special entertainment to Academic Affairs division deans and assistant deans, college provosts, heads of public service and supporting programs, and the vice chancellor and assistant vice chancellor – Research. This further delegation of authority is local policy and has been developed specifically for Academic Affairs. Approval authority is contingent upon completion of the Approval Authority for Special Entertainment form (PDF).

See the table below for specific people with the authority to approve special entertainment within Academic Affairs. Coordinate updates to this list with the Office of the Executive Vice Chancellor.

Name and title Division or college
Suresh Subramani, Executive VC Academic Affairs
Steve Ross, Assoc VC Academic Affairs
Barbara Sawrey, Assoc VC Academic Affairs
Cristina Della Coletta, Dean Division of Arts & Humanities
Alma Palazzolo, Asst Dean Division of Arts & Humanities
William McGinnis, Dean Division of Biological Sciences
John Bauer, Asst Dean Division of Biological Sciences
Carol Padden, Dean Division of Social Sciences
Joanna Mancusi, Asst Dean Division of Social Sciences
Peter Cowhey, Dean School of Global Policy & Strategy
Teresa Olcomendy, Asst Dean School of Global Policy & Strategy
Albert Pisano, Dean Jacobs School of Engineering
Tana Toke Campana, Asst Dean Jacobs School of Engineering
Mark Thiemens, Dean Division of Physical Sciences
Robert Rome, Asst Dean Division of Physical Sciences
Robert Sullivan, Dean Rady School of Management
Leonard LaFebre, Asst Dean Rady School of Management
Allan Havis, Provost Marshall College
John Moore, Provost Muir College
Paul Yu, Provost Revelle College
Ivan Evans, Provost Roosevelt College
Daniel Donoghue, Provost Sixth College
Steven Adler, Provost Warren College
Mary Walshok, AVC and Dean University Extension and Public Programs
Brian E. C. Schottlaender, The Audrey Geisel University Librarian University Library
Tammy Dearie, Associate University Librarian-Enterprise Services University Library
Marianne Generales, Asst VC Organized Research Units and Research Affairs
Kim Barrett, Dean Graduate Division
Steve Cassedy, Acting Dean Graduate Division

Who can approve entertainment exceptions to policy? These exceptions differ from special entertainment. The UC San Diego travel manager reviews and approves all entertainment exceptions to policy, including:

  • A missing receipt or no original receipt for:
    • An expense $75 or more
    • Special entertainment in any amount
  • The reimbursement request is submitted more than 45 days after the event

Approving your own expenditures: If you have entertainment approval authority, you cannot approve your own entertainment expenses or reimbursement.

Approving your supervisor's expenditures: If you have entertainment approval authority, you cannot approve the entertainment expenses or reimbursement of a person to whom you report, unless the entertainment is a large group event in which the person to whom you report is participating.

When a department chair, administrative unit head, ORU director, or department business officer hosts or is the primary sponsor of an entertainment event, or receives reimbursement for entertainment expenses, follow this approval process:

Entertainment sponsor, host, or payee Approval authority
Department chair Dean
Dean or provost Executive vice chancellor
ORU director Vice chancellor – research
Department business officer Department chair

Additional review: If you question whether a specific entertainment event is allowable, or otherwise desire a third-party review of entertainment, contact the Office of the Executive Vice Chancellor.

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.