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Concur: Event Examples

See examples to assist you in determining the category your event falls into in Concur.

This page is designed to assist with the Concur tool, for policy guidance see the meetings and entertainment overview.

To help you understand the terms used in Concur, each business event type includes a definition and example events that fall into a particular category.

1. Business/Technical Meeting

Infrequent gatherings between university employees, faculty, and students are considered business/technical meetings. 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 and integral to the meeting.

Examples of a meeting include:

  • Grant project discussions
  • Lab meeting
  • Research collaboration

Note: There is only one Business/Technical Meeting business type in Concur. However, the approvals necessary are determined by the location of the meeting and the affiliations of the attendees. 

2. Hosting; Off-Campus Business/Technical Meeting

Hosting occurs when an individual or department invites guests to attend, it is considered standard entertainment unless an exception applies. Examples include:

  • Dinner to discuss donor prospects
  • Dinner to discuss research and seminar
  • Recruitment lunch
  • Dinner with research group following a lecture
  • UC San Diego employees gathering off-site (at a restaurant or private residence)

Note: There is only one Business/Technical Meeting business type in Concur. However, the approvals necessary are determined by the location of the meeting and the affiliations of the attendees. 

3. Employee Morale Building

Employee morale building events for employee appreciation are considered special entertainment. Examples include:

  • Welcome celebration to introduce new faculty member to support staff
  • Lunch celebration of recruitment project completion
  • Department holiday celebration

4. Fundraising

An invitation to attend a community event or fundraiser that requires the purchase of a table or tickets is considered special entertainment. Examples include:

  • Tickets to IMAX feature to encourage student participation in science and technology program
  • Purchase of a table for the San Diego Business Journal Women Who Mean Business 2010 Awards

5. Public/Community Service

Events based on an open invitation to the general public or community are considered programmatic in nature. Examples include:

  • Opening reception for an exhibition
  • Department open house
  • Educational conference

6. Grand Rounds

Providing meals and snacks to healthcare workers (doctors, residents, and medical students) that are not able to obtain food during working hours. An example of this is:

  • A working noon-time lecture by a Medicine faculty member to a group of residents and/or faculty

7. On-the-Job Meals

Providing meals and snacks for work and program related circumstances are programmatic in nature. Examples include: 

  • Lunch provisions for research subjects
  • Meals for employees that can't leave their job post

8. Student Events

Sponsoring a student event is considered a programmatic activity. Examples include:
  • Gathering for graduate students
  • Quarterly social event
  • Social hour
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.