Entertainment Expenses

The University permits expenditures for meals and light refreshments provided to academic or staff employees, students, donors, guests, visitors, volunteers, and other individuals for the purpose of conducting substantial and bona fide University business. Please refer to the UC Policy BUS-79 on Expenditures for Business Meetings, Entertainment and Other Occasions to review what is reimbursable. Reimbursement forms must be submitted within a reasonable amount of time not to exceed 45 days after the expenses were paid.

• In order to be reimbursed for an Entertainment expense you will need the following information:
  • Location where expenses were incurred: where the entertainment took place
  • Number of participants (including the reimbursee/host)
  • Participants names, titles, and affiliations 
  • The purpose of the entertainment (must have a clear academic or business related purpose)
  • Account to be charged
  • The manner in which the reimbursee wants their reimbursement (check, direct deposit, or campus mail)
  • PI Approval - DocuSign signature on completed Entertainment reimbursement worksheet OR email approval. Email approval must include approval for the total expense being reimbursed, the date of the event, and funding information.
     
• You will need all itemized receipts. The receipts must identify both food and beverage charges.
   
• No alcoholic beverage may be charged to state or federal funding sources
   
• The maximum amount per person that can be reimbursed for allowable entertainment occasions varies depending on the type of meal served. When an entertainment expense exceeds the per-person maximum exceptional approval is needed.

Breakfast:  $31
Lunch:  $54
Dinner:  $94
Light Refreshments:  $22