Entertainment

How To Process Entertainment Expenses

Before processing any entertainment expense, make sure that the expense is:

reimbursable
appropriate
In addition, make sure that you have approval to process the expense.

The steps below are for entertainment expenses that have been deemed necessary for your department. In general, most entertainment expenses are paid after an event has taken place. An exception is room/catering deposits required up front by the vendor. Refer to Hosting A Conference for processing instructions and information on what to do with any any vendor agreements requiring signatures from a university official.

1. Gather Receipts and other Supporting Documentation

Original, itemized receipts for expenses over $75 are required in order to receive reimbursement for entertainment expenses. The receipts must identify both food and beverage charges. A Declaration of Missing Receipt form must be completed for any missing required receipts.

2. Determine if Expense is Primarily Business, Recruitment, or Social

When processing an entertainment expense, determine its purpose:

Business expenses are directly related to, or associated with, official UC Davis business (e.g., business meeting held over dinner with visiting international professors)
Recruitment expenses are related to official academic recruitment efforts (e.g., recruitment for a new assistant professor)
Social expenses are marked by pleasant companionship with one's friends or associates (e.g., welcome reception for incoming graduate students)

Be sure you are aware of any restrictions on the fund source you are using. Although the expense may be allowable under university policy, it may not be allowed on the specific fund.

3. Determine Whether MyTravel or DaFIS is Appropriate

Entertainment expenses are processed in MyTravel or in DaFIS.

Use MyTravel if:

The host used a university Visa Corporate Card for the expenses, or
Sodexo (catering service on the UC Davis campus) is the caterer, or
The host used personal funds (personal credit card, cash, or check), and payment is due them

Use DaFIS if:

A vendor, other than campus caterer Sodexo, bills UC Davis directly

4. Document the Transaction

MyTravel users: Complete an Expense Report in MyTravel by clicking on the Create an Expense Report link. On the report, choose Entertainment as the Report Type. Complete all fields identified with a red asterisk. Refer to Creating Expense Reports for step-by-step instructions on completing a MyTravel expense report and for information on what receipts/other documentation must be electronically submitted in MyTravel.

Note: The Entertainment Host Certification Form needs to be completed when entering an Entertainment Type of Social or Recruitment in MyTravel. You will be prompted to complete this form when submitting your MyTravel report.

DaFIS users: Complete the Entertainment Expense Voucher (EEV) document in DaFIS. Refer to the online instruction manual for complete instructions, including information on completing the Request for Payment - Entertainment Expense form, which must be completed for each EEV and sent to Accounts Payable.