University of California, San Diego
BUSINESS AND FINANCIAL SERVICES
DISBURSEMENTS AND TRAVEL
February 23, 2004
We are pleased to announce changes in policy and a new on-line tool for reporting entertainment expenses, which will simplify the entertainment process while improving accountability.
UCSD policy requires that original receipts be submitted to Travel for all entertainment expenses. As of February 20, submission of an original receipt for a single standard entertainment expense for less than $75 is no longer required by Travel. This change is in compliance with UC and IRS policy. Please note that while a receipt is not required by Travel, the host is to submit one to their departmental approving authority for certification prior to the claim being submitted to Travel.
A single expense for $75 and greater and exceptional entertainment still requires that an original receipt be submitted to Travel.
B) Graduate Student Recruitment - New category
An additional category of standard entertainment is available specifically for graduate student recruitment, provided funding is from a source designated for this activity.
EXPENSE REPORTING ON THE WEB
We highly recommend that you now use the web-based Payment Authorization process to request reimbursement and payment for entertainment for official UCSD business. Advantages of using Payment Authorization for entertainment are that it is a convenient, streamlined, and secure method of making your request without the need to complete the paper form.
Details are available in Blink on the new policy and guidelines, including step-by-step instructions for paying entertainment online: http://blink.ucsd.edu/go/entupdate
Questions about entertainment may be directed to Travel either at telephone extension 43734 or by email to: firstname.lastname@example.org.