![]() Events held by the President or Chancellors are subject to reimbursement of expenses up to 200% of the listed limits without additional approval.Special rule regarding donor-related events.Cash contributions related to an entertainment event.Meals provided to a spouse, domestic partner, or other partner.Tickets provided to prospective donors, employees, or student appointees in connection with an entertainment event.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.Meals provided to donors for the purpose of generating goodwill.Entertainment: Entertainment expenditures are expenditures for meals or light refreshments and related services (e.g., labor charges, room rental, equipment rental, decorations, flowers, and similar expenditures) incurred in connection with events that are primarily social or recreational activities in support of the University's mission.Employee Morale: Meals and related expenditures (e.g., labor charges, room rental, equipment rental, decorations, flowers, and similar expenditures) provided to employees as part of a morale-building activity, including retirement and recognition receptions.The following social or recreational events must support an underlying University business purpose: Social/Recreational Event Examples (Host required) On-the-job Meals: Meals provided to an employee during work hours as a requirement of the employee's job (HR policy applies).UCSC-hosted or sponsored meetings of learned societies, professional associations, or other external organizations to discuss official University business.Meetings of UC- or UCSC-appointed committees.University-wide meetings of functional offices.Business Meetings: Meeting of employees to conduct official University business where meals or refreshments are a necessary and integral part, not a matter of personal convenience.Academic Activities: Visitors/official guests for lectures, colloquia, seminars.Student enrichment, training programs, and community support activities (e.g., snacks provided at blood donation event).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.Student government meetings, association meetings, or other student meetings.Student orientation programs, commencement exercises, and similar activities.Class, study hall, or other academic-based activities.Student Events: Student events and activities that support the University's educational mission.The following activities and events must support an underlying University business purpose: Have at least one University employee or other individual representing the University at business meetingsīusiness Event Examples (Host not required).Have an Official Host (UCSC employee or other individual serving as the University's principal representative) attend for entertainment, employee morale, recruitment, and student outreach events.Not involve making a contribution to a political campaign or candidate.Not result in an employee or student receiving a taxable fringe benefit under IRS regulations.Be reasonable in cost given the purpose of the event from the perspective of an objective third-party observer.Payment or reimbursement for light refreshments is limited to no more than twice per month.Payment or reimbursement for meals is limited to no more than once a month, or twelve times a year.Meals or light refreshments may be provided to non-employee students on a more frequent basis. Must occur on an infrequent basis per group, organization, or committee.Must be paid from an allowable funding source.Have a direct, substantial University business purpose.Expenses may be paid directly to a vendor (Purchase Order), recharged by other campus units (Recharge), or paid out-of-pocket and reimbursed (Reimbursement).Įvery UCSC-hosted event or activity must: Event expenses require authorization from an Event Expense Certifier (EEC) in accordance with UC Business Finance Bulletin: BUS-79 – Expenditures for Entertainment, Business Meetings, and Other Occasions. Financial Information System (FIS Banner)Īn event expense is incurred when meals, light refreshments and/or related goods and services are purchased using University funds in connection with a social or recreational activity, business meeting or other event.
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