Entertainment

Guidelines for Approving Entertainment

When determining whether an entertainment expense is appropriate, the approving authority must evaluate:

the importance of the event in terms of the costs that will be incurred
the benefits to be derived from such an expense
the availability of funds
any alternatives that would be equally effective in accomplishing the desired objectives

Department heads are responsible for ensuring that entertainment conforms to policy and that claims submitted for payment include the appropriate supporting documentation.

Before the Entertainment

When planning an entertainment event, the host must acquire advance approval from a person who is authorized to approve entertainment.
Not all occasions qualify as official entertainment. Review the list of reimbursable occasions before authorizing the entertainment to ensure that the expenses are allowable.
When pre-approving entertainment, keep in mind that some fund sources may not allow entertainment expenditures. Verify that funds are available to cover entertainment expenses before you approve the occasion.

After the Entertainment

The approver is certifying that the expenses were prudent and in keeping with accepted standards of the educational community and compatible with the university's status as a tax-supported institution. In addition, approval of entertainment expenses indicates that the conditions for approval specified in UCD Policy & Procedure Manual Section 330-80 were met.
Entertainment expenses should not exceed the per-person maximum allowance for the meal type. The maximum includes tax and tip but does not include facility or room rental fees. These fees can be claimed as an additional expense.

Signature Requirements

If using MyTravel, the appropriate approvals will automatically be acquired. If processing an entertainment expense outside of MyTravel, make sure that you get the necessary approval signatures on the Entertainment Expense Form:

Host's signature- the signature of the person who is responsible for the business purpose of the event, the selection of the invitees, and hosting guests at the event
Approval for payment signature - the signature of the person who has been delegated signature authority on the fund source
Approval for authorization signature - the signature of the person who has been delegated the authority to authorize entertainment

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