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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: Prior to an event, the host is repsonsible for providing an estimate and details of planned meal/beverage costs and obtaining approval from someone in the Financial Unit with delegated authority to approve the expenses. If the event will be catered, an Event Request may need to be submitted in Concur. After the event concludes, the person with approval authority must approve the expense report.

Who can approve standard entertainment? Department chairs, unit heads, 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 Standard Entertainment form (PDF). Units are responsible for submitting updates or cancellations of approval authority.

Who can approve special entertainment expenses? The Executive Vice Chancellor for Academic Affairs has delegated approval authority for special entertainment to Academic Affairs division deans and assistant deans, college provosts, AVCs, and similar unit heads. 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 EVC Business Officer, Beverly Randez.

Name and title Division or college
Steve Ross, Assoc VC Resource Admin Office of the EVC, Academic Affairs
Cristina Della Coletta, Dean Division of Arts & Humanities
Alma Palazzolo, Asst Dean Division of Arts & Humanities
Kit Pogliano, Dean Division of Biological Sciences
John Bauer, Asst Dean Division of Biological Sciences
Carol Padden, Dean Division of Social Sciences
Nieves Rankin, Asst Dean Division of Social Sciences
Peter Cowhey, Dean School of Global Policy & Strategy
Chris Jones, Asst Dean School of Global Policy & Strategy
Albert Pisano, Dean Jacobs School of Engineering
Tana Troke Campana, Asst Dean Jacobs School of Engineering
Steven Boggs, Dean Division of Physical Sciences
Robert Rome, Asst Dean Division of Physical Sciences
Lisa Ordóñez, Dean Rady School of Management
Leonard LaFebre, Asst Dean Rady School of Management
Leslie Carver, Provost Marshall College
Wayne K. Yang, Provost Muir College
Paul Yu, Provost Revelle College
Ivan Evans, Provost Roosevelt College
Lakshmi Chilukuri, Provost Sixth College
Kate Antonovics, Provost Seventh College
Emily Roxworthy, Provost Warren College
Mary Walshok, AVC and Dean University Extension and Public Programs
Douglas Lincoln, Chief Administrative Officer University Extension
Erik Mitchell, University Librarian University Library
Maria Din, Director Business & Employee Services University Library
James Antony, 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
  • 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, 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 AVC Resource Administration
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 EVC Business Officer, Beverly Randez.

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.