Entertainment

Reimbursable Occasions Under the Entertainment Policy

Per the entertainment policy, a guest-host relationship must exist in order for an expense to be claimed as "entertainment." This page identifies expenses that can be claimed as entertainment, as well as examples of expenses that cannot be claimed as entertainment. If a legitimate university business need exists, there are alternate methods of paying for non-entertainment events.

What is Reimbursable per Entertainment Policy?

The cost of light refreshments or meals is reimbursable when it falls under one of the following activities:

• Business meetings
  • Meals provided to employees, visitors from other educational institutions, members of the community, medical center visitors, or employees from another work location where there is a valid business purpose for the meeting. The meeting must have at least one UC Davis employee present.
  
  Note: When two or more employees choose to dine together in order to continue business, or when a meeting can be scheduled during regular working hours, reimbursement for the meal is not allowed.
• Programmatic Activities
  • Meals provided to volunteers and research subjects (clinical trials)
  • Athletic team meals, including training-table meals, game-related meals, and occasional meals provided in accordance with NCAA rules
  • Class, study hall, or other academic-based activities
  • Student orientation programs, commencement exercises, and similar activities
  • Student government meetings, association meetings, or other student meetings

• Recruitment
  • Meals provided to prospective employees
  • Meals associated with the recruitment of student athletes and scholars

• Employee Morale-Building Activities
• Meals provided to employees as part of a morale-building activity, including retirement and recognition receptions, etc. (requires additional approval)
• On-the-Job Meals
  • Meals provided to an employee during work hours as a requirement of the employee’s job (UC Business and Finance Bulletin G-32 applies)

• Entertainment – Social or Recreational in Support of University Mission
  • Meals provided to prospective donors (donor stewardship)
  • Meals provided to the spouse of a prospective donor (requires additional approval)
  • Meals provided to visitors from other educational institutions, members of the community, medical center visitors, or employees from another work location where the purpose of the activity is social or recreational
  • Tickets provided to prospective donors, employees, or student appointees in connection with an entertainment event (requires additional approval)
  • Meals provided to a spouse, domestic partner, or other partner (requires additional approval)
  • Cash contributions related to an entertainment event (requires additional approval)

What is Not Reimbursable per Entertainment Policy but Allowed per Other Policy?

The following occasions may appear to be entertainment-related expenses, but they do not qualify as entertainment expenses and cannot be claimed as such. There are alternate methods for paying for such expenses, as indicated below:

• Picnic Day
  • Open to the public, event serves a clear University business purpose, but participants will make a financial contribution and/or will purchase food at the event. Payment for Picnic Day expenses would be done following the purchasing policy outlined in Policy & Procedure Manual 350-21.

• Fund-Raising Event
  • Not an entertainment event. Due to the purpose and participants and no host/guest relationship, entertainment policy does not apply. Payment for expenses would be done following the purchasing policy outlined in Policy & Procedure Manual 350-21. For example, tents and bouncy houses require a purchasing agreement and payment will be made on a Vendor Invoice document (not on a corporate card).

• Career/Job Fair
  • Job or Recruitment Fair, open to the public, candy or light refreshments are provided as incidental enticements and are deemed necessary as normal business expenses, but not Entertainment Recruitment expenses. Payment for expenses would be done following the purchasing policy outlined in Policy & Procedure Manual 350-21. The Purchasing Card may be used or a Direct Charge for reimbursement. However, if a corporate card is used for these expenses, you can still process in MyTravel as an Entertainment Business Event report.

• Paying for Oneself to Attend a University/Community Event
  • Payment for oneself to attend and represent the University at a University or community event (e.g., a dean purchasing a ticket to the Chancellor’s Laureate Dinner for herself in order to represent her department) would be considered a department business expense. Reimbursement could be made on a DaFIS Direct Charge document, or the hosting department could process a DaFIS Interdepartmental Bill document.

• Tickets to Cultural or Sporting Events
  • Tickets to events that are a required part of an instructor's class or part of an authorized outreach or mentoring program would be considered a departmental business expense. Payment would be made on a DaFIS Direct Charge document, or if internal (e.g., Mondavi Performing Arts Center), using the Request for Exempt Ticket Purchase.

What is Not Reimbursable Under any Policy?

Employee birthdays, weddings, anniversaries, or farewell gatherings (excluding celebrations for retirement or for employees separating from University employment with at least 5 years of service) are not considered official entertainment and are not reimbursable.

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