UCSD CAMPUS NOTICE University of California, San Diego |
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OFFICE OF THE ASSISTANT VICE CHANCELLOR - BUSINESS AND FINANCIAL SERVICES March 31, 1999 KEY ACADEMIC AND STAFF ADMINISTRATORS / KEY SUPPORT STAFF SUBJECT: Entertainment Policy Update and Maximum Rates for Entertainment The Office of the President has issued a revision to Business and Finance Bulletin, BUS 79, Entertainment, which was first released in July 1998. UCSD's Policy Procedure Manual (PPM) 350-30, University Sponsored Entertainment, has been rewritten to incorporate the broadened scope of the applicable policy and will be reissued by June. The two significant changes reflected in the new bulletin are the increase in the maximum rates used for reimbursement of entertainment expenses and the requirement for a guest list: NEW RATES - April 1, 1999 The rates have been increased to $15 for breakfast and $25 for lunch effective April 1, 1999 for official UCSD entertainment expenses incurred after March 31, 1999. These rates have been increased to more closely approximate expenses incurred for conferences and catered meals. The maximum per person expenditure for guests being entertained and for all UCSD employee's who are either the official host or who participate at the request of the official host, is not to exceed the following amounts: Breakfast $ 15.00 Lunch $ 25.00 Dinner $ 40.00 Light Refreshment $ 10.00 The reimbursement for a buffet reception should not exceed the applicable meal allowance associated with the type of buffet, i.e., breakfast, lunch, and dinner. GUEST LIST - May 1, 1999 A guest list including the name, title, and either the occupation or group, must be either attached to or included on the Request for Reimbursement for Entertainment Expense form submitted to the Travel Office. This policy complies with an Internal Revenue Service regulation that requires that the business relationship to UCSD of the persons being entertained is clearly designated. It is not necessary to identify persons entertained by name and title for either routine or standing meetings with an established participant list or where the group is so large it would be impractical to name the attendees. The Travel and Entertainment web site and the Request for Reimbursement for Entertainment Expense form will be updated with more specific guidelines for this new policy and applicable procedure effective May 1, 1999. Travel Contacts Entertainment Web Site: http://www-bfs.ucsd.edu/dis/travel/home/topics_entertain.htm#top. Questions on these revisions may be directed to the Travel Office either at telephone extension 43734 or by e:mail Travel@UCSD.edu. Faye E. McCullough Manager Disbursements Division |