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Essentials
Online processing
Documentation
Miscellaneous
Q: What is standard entertainment?
A: Entertainment is considered standard when there is a guest-host relationship, the purpose is official business entertainment, and the nature and cost of the event is within the limits of standard rather than exceptional entertainment.
Learn more about standard entertainment.
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Q: What is exceptional entertainment?
A: Entertainment is considered exceptional when costs exceed the per-person maximum, a spouse or partner is included, it's a faculty/ staff picnic or holiday gathering, or a sporting event, concert, or similar venue.
Learn more about exceptional entertainment.
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Q: What is an employee morale-boosting event?
A: An event that serves the business purpose of employee morale such as a staff picnic or holiday gathering.
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Q: What is the allowable per-person maximum for entertainment?
A: See the current maximum for each meal type.
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Q: What types of occasion are not eligible for reimbursement?
A: Birthdays, weddings, anniversaries, and most farewell gatherings are not eligible.
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Q: What types of event are not considered to be entertainment?
A: Many events and activities are not considered to be true business entertainment. Generally, if there is no guest-host relationship and the event has no set number of participants, it is not entertainment.
Use the entertainment checklist to learn more about how to distinguish entertainment from other kinds of activities and events.
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Q: Who can approve standard entertainment, and who can approve exceptional entertainment?
A: You can approve standard entertainment if you have the delegated authority to approve entertainment and you have filed a completed an Approval Authority for University Sponsored Entertainment (Excel) form with UCSD Travel.
For exceptional entertainment, in general, those in the following titles can approve with official delegation: The chancellor (in all instances) and vice chancellors (within their areas).
Learn more about Approving Entertainment.
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Q: What is the turn time for processing my reimbursement?
A: Your reimbursement will take up to 5 business days from the date UCSD Travel receives your completed request with appropriate supporting documentation.
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Q: What template do I need to complete an entertainment reimbursement?
A: You need an approval template that starts with the letter E. If you do not have one that starts with the letter E, contact your Department Security Administrator (DSA).
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Q: What is an entertainment clause, and how do I add one?
A: An entertainment clause provides essential information for processing a request. Log into Payment Authorization and access the document, find check text and scroll down to the clause, then enter your answers to the entertainment clause questions.
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Q: What if the person in my approval hierarchy is not authorized to approve entertainment for the online process?
A: Print a copy of the summary page, route for handwritten approval signature(s), and send to: UCSD Travel, Mail Code 0955.
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Q: If alcoholic beverages are served on campus, what additional documentation is required?
A: If you serve alcoholic beverages on campus, you must submit an approved UCSD Police Department form Use of Alcoholic and/or Malt Beverages (PDF) with the reimbursement request. The form is required in advance for any on-campus event that includes alcoholic beverages.
See more about use of alcoholic beverages for an on-campus meeting or event.
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Q: Is an original receipt required? What if the receipt is unavailable?
A: For an amount $75 or more, an original itemized receipt is required. If an original receipt is unavailable, provide a photocopy of the receipt or credit card statement. Include documentation that the receipt is lost or unavailable. If using restricted funds, you must also indicate if alcoholic beverages were purchased.
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Q: Do I need a guest list...always?
A: A guest list is required including participant names, their titles, and occupation or business relationship. For a large function, such as a staff appreciation event of 100 or more participants, it may not be feasible to provide a guest list, so provide a description of the group.
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Q: Do I need to include a multiple events supplemental form?
A: You only need a multiple events supplemental form if you have payments for multiple dates and events to the same host, or third party, that you're claiming in a single request.
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Q: Should I claim taxes and other expenses like service and delivery charges separately from the total amount?
A: No, the total should include taxes and other expenses such as service and delivery charges. However, costs for facility or room rental can be claimed separately.
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Q: If alcoholic beverages are served, is it considered exceptional entertainment?
A: No, it's not considered exceptional entertainment provided that all other conditions are met to qualify as standard, rather than exceptional entertainment; however, there are fund source restrictions.
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Q: What are the fund restrictions for alcoholic beverages, on and off campus?
A: Alcoholic beverages cannot be charged to state or contract and grant funds (check other funds for restrictions).
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Q: For a conference, how do I know which process to use for paying the expense?
A: Determine the nature of the event, the participants and purpose, and whether the participants will incur any travel expenses. This information will help you determine which policies and process to follow.
See the checklist of factors to consider and examples of each type.
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Q: If I use UCSD Catering or the Faculty Club for an event, how do I account for and document entertainment expenses?
A: If costs are incurred for entertainment expenses and charged to an index, follow UCSD policy for entertainment and learn how to recharge UCSD Catering or Faculty Club expenses.
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Questions? Contact UCSD Travel or an individual Travel Team member.
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