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Entertainment Process

If you're new to planning meetings and entertainment at UC San Diego, use this checklist to navigate the event preparation and expense reconciliation process.

For a simplified version of this page please check out this PDF.

Event Planning & Request (Before the Event)

Before starting the process, get acquainted with Entertainment policy. Once you have become familiar with the do's and don'ts of event reimbursements, follow the steps listed below:

  • Identify the business purpose for this meeting/entertainment and the direct, anticipated benefit to the University.
  • Request a Travel & Entertainment Card to avoid out-of-pocket expenses.
  • Obtain approval to hire an outside caterer and submit a Concur Event Request if the event is a Full Service On-Campus Catering event and UC San Diego Catering is unable to provide services. For more information, consult the Catering & Bar Services Blink page.
  • Invite non-employee payees to register via Payment Compass if the payee receiving payment is not a UC San Diego employee.

Event Occurs

Once the event occurs, make sure to obtain the following: 

  • An itemized receipt/invoice showing a detailed description of what was purchased.
  • The number of attendees who were present during this event and a participant list that includes the names, titles, and affiliations. 
    • A full participant list is generally required (Concur Business Purpose Types: Business/Technical Meeting, Employee Morale Building, Fundraising/Tickets).
    • For programmatic activities, or for groups over 100, a clear description of who attended (e.g. all UCSD students) is acceptable.

Additionally, please acknowledge the method of payment as there are separate steps in Concur for the different Payment Types: 

  • Travel & Entertainment Card (UCSD T&E Card)
  • Out-of-pocket expense (Payment to Employee)
  • Direct payment to the supplier/vendor (Payment to T/E Supplier)

Expense Reconciliation (After the Event)

Once the event has finalized and you have collected all the necessary information, you can begin the reimbursement/reconcliation process by creating a Concur Expense Report.

If you are going to create the Expense Report on behalf of the Concur user (i.e. employee payee/host), make sure that the host/user has first added you in Concur as their delegate. Concur users and delegates have the ability to claim different expenses within a single Expense Report. Some examples of expenses claimed in Concur are: 

  • Reconcile T&E Card charges
  • Issue payment directly to the caterer/bar service provider
  • Request reimbursement for event out-of-pocket expenses

Once you have added the expenses and attached all the required documentation, the user/delegate must submit the Event Expense Report to start the approval process.