Conferences

Hosting a Conference

Before processing any documentation or payment for any expenses related to a department-hosted event or conference, please review the information below to ensure that you are using the correct document or payment method.

UCD Room Rental

The payment process for the rental fee may vary, but will generally be coordinated through Campus Events & Visitor Services (CEVS).

Non-UCD Room Rental 1

How you handle the rental and payment for room rental off-campus will depend upon whether or not food/refreshments will be part of the event.

No Catering/Food — If you need to process a room rental deposit for an event where no food or entertainment charges will be expended, a Requisition (PR) should be completed. Any agreement documentation should be sent to Purchasing for review. Purchasing will complete a Purchase Order (PO); the department will need to create a DaFIS Vendor Invoice (VI) against the PO to pay the vendor.

With Catering/Food — When food/other entertainment expenses are going to be incurred for the event, any room deposits should be processed on a DaFIS Entertainment Expense Voucher (EEV or EEVH), using one of the object codes listed in the Common Objects section of the online reference manual.

If the vendor requires any type of agreement to be signed, a No Cost Agreement Requisition (PR) document in DaFIS should be completed indicating the terms and conditions of the rental. Any agreement documentation should be sent to Purchasing for review.

Catering/Food Charges 2

Catering and food charges can be paid with one of the following methods:

Entertainment Expense Voucher (EEV) document in DaFIS, using one of the object codes listed in the Common Objects section of the online reference manual
U.S. Bank Visa Corporate Card

All catering/food agreements requiring a signature must be forwarded to Business Contracts for review and approval prior to the event. Departments do not have the authority to sign vendor agreements on behalf of the university. In addition, a No Cost Agreement Requisition (PR) should be completed. The two commodity codes used most frequently for these types of agreements are:

BA121 - Conference Agreement Review/Signature By Business Contracts
BA122 - Catering Agreement Review/Signature By Business Contracts

1 Facility rental agreements often require a Certificate of Insurance from the university. Departments may request certificates from Risk Management Services once any vendor's agreement has been reviewed and signed by Purchasing.

2 Catering provided by on-campus caterer University Catering is processed using a U.S. Bank Corporate Card or by electronic funds transfer through MyTravel (procedure).