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Approving Reimbursements

See these resources for approving travel reimbursements.

For instructions on how to approve Travel and Entertainment within Concur, please reference this Knowledge Base Article.

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 responsible 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); route to the EVC Business Office for signature. 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 obtaining the specific delegation letter. Contact Policy and Records Administration for details.

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 Office.

Special Entertainment Approvers
Name and title Division or college
Elizabeth Simmons, Executive Vice Chancellor Academic Affairs
Marie Carter-Dubois, AVC Resource Administration Academic Affairs
Cristina Della Coletta, Dean Division of Arts & Humanities
Alma Palazzolo, Assistant Dean Division of Arts & Humanities
Kit Pogliano, Dean Division of Biological Sciences
John Bauer, Assistant Dean Division of Biological Sciences
Carol Padden, Dean Division of Social Sciences
Nieves Rankin, Assistant Dean Division of Social Sciences
Caroline Freund, Dean School of Global Policy & Strategy
Meredith D'Angelo, Assistant Dean School of Global Policy & Strategy
Albert Pisano, Dean Jacobs School of Engineering
Tana Troke Campana, Assistant Dean Jacobs School of Engineering
Steven Boggs, Dean Division of Physical Sciences
Robert Rome, Assistant Dean Division of Physical Sciences
Lisa Ordóñez, Dean Rady School of Management
Leonard LaFebre, Assistant Dean Rady School of Management
Leslie Carver, Provost Marshall College
K. Wayne Yang, Provost Muir College
Paul Yu, Provost Revelle College
Ivan Evans, Provost Roosevelt College
Kate Antonovics, Provost Seventh College
Lakshmi Chilukuri, Provost Sixth College
Marisa Abrajano, Provost Warren College
Hugo Villar, Dean University Extension
Collins Ejiogu, Chief Administrative Officer University Extension
Mary Walshok, Associate Vice Chancellor University Extension and Public Programs
Erik Mitchell, The Audrey Geisel University Librarian University Library
Heather Hernandez, Chief Administrative Officer 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 expenses: If you have entertainment approval authority, you cannot approve your own entertainment expenses or reimbursement.

Approving your supervisor's expenses: 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:

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 Office of the Executive Vice Chancellor.

External and Business Affairs Senior Managers

The following instructions apply to these SMT titles:

  • Assistant Vice Chancellor, IT Services
  • Assistant Vice Chancellor, Housing, Dining, and Hospitality Services
  • Assistant Vice Chancellor, Human Resources
  • Controller and Assistant Vice Chancellor, Business & Financial Services

If you have the delegated authority to approve travel or entertainment, you cannot approve your own expenditures or those of your direct supervisor.

Entertainment

  1. Entertainment preparer: Reports meeting and entertainment expenses using Concur (login required).
  2. Meeting coordinator/host (if required): Receives email notification and certifies expenses.
  3. Departmental approver: Receives email notification, reviews claim, and enters a comment(s), if needed, then approves.
  4. Travel: Audits claim and enters comment(s).
  5. Travel Director: Receives email notification, reviews claim, provides secondary approval, and enters a comment(s).
  6. VCBA: Receives email notification and enters a comment(s) to indicate approval.
  7. Travel: Receives email notification and approves.

Example approval workflow

Senior Management Team (SMT) travel and entertainment is first reviewed at the departmental approver's level, then forwarded to the UC San Diego Travel director for review, and finally sent for final approval to the vice chancellor – Business Affairs (VCBA) or controller.

Note: For chancellor and VC travel, review and secondary approval is automatic in Concur by virtue of their titles.

Chancellors and Vice Chancellors

If you have the delegated authority to approve travel or entertainment, you cannot approve your own expenditures or those of your direct supervisor.

Travel 

  • Travel preparer: Reports travel expenses using Concur (login required). 
  • Traveler: Receives e-mail notification and certifies travel expenses.
  • UC San Diego Travel Director: Receives e-mail notification, reviews claim, and updates status or enters a question for the departmental approver.

    Note: By virtue of their titles, chancellor and VC, Concur claims are automatically routed for review by the UC San Diego Travel director on behalf of the controller.

Entertainment

  • Entertainment preparer: Reports meeting and entertainment expenses using Concur (login required). 
  • Meeting coordinator/host (if required): Receives email notification and certifies expenses.
  • Departmental approver: Receives email notification, reviews claim, and enters a comment(s), if needed, then approves.
  • Travel: Audits claim and enters comment(s).
  • Travel Director: Receives email notification, reviews claim, provides secondary approval, and enters a comment(s).
  • Chancellor or VC: Receives email notification and enters a comment(s) to indicate approval.
  • Travel: Receives email notification and approves.
  • Note: MyApprovals retains the history of review details, including comments, for all MyPayments claims.

Example Approval Workflow

Chancellor and VC travel and entertainment is first reviewed at the departmental approver's level, then forwarded to the UC San Diego Travel director for review, and sent for final approval to the vice chancellor – Business Affairs (VCBA) or controller.

Note: For chancellor and VC travel, review and secondary approval is automatic in Concur by virtue of their titles.

Health Sciences

Background: Prior to an event, the host is responsible 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, ORU (Organized Research Unit) directors, and department business officers have been delegated the authority to approve standard entertainment and meeting expenses 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.

Approval for special entertainment expenses: The vice chancellor – Health Sciences has delegated approval authority for expenses to Health Sciences' department chairs. See the table below for specific persons who have been delegated the authority to approve special entertainment. Approval authority is contingent upon obtaining the specific delegation letter. Contact Policy and Records Administration for details.

Special Entertainment Approvers
Name Department
Gerard Manecke Anesthesiology
Dennis Carson Cancer Center
Don Cleveland
Cellular Molecular Biology
Wolfgang Dillmann
Medicine
William Mobley
Neuroscience
Steve Garfin Orthopedics
Steven Gonias Pathology
Gabriel Haddad Pediatrics
Joan Heller-Brown Pharmacology
Igor Grant Psychiatry
A.J. Mundt Radiation Oncology
William Bradley Radiology
Charles W. Nager Reproductive Medicine
Ron Espiritu School of Medicine/ Health Sciences
Andrina Marshall School of Pharmacy
Palmer Taylor School of Pharmacy
Bryan M. Clary or Christopher J. Kane Surgery
Lori Donaldson UC San Diego Medical Center

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

Approving your supervisor's expenses: 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.

Department chair/ director's expenses: Vice chancellor approval is required on each reimbursement request that is made payable to a department chair or ORU director. When a payment request is made payable to a vendor, vice chancellor approval is required when a department chair or ORU director is the host or primary sponsor of the entertainment event.

Additional review: If you question whether a specific entertainment event is allowable, or otherwise desire a third-party review of entertainment, contact the vice chancellor's office.