UCSD
CAMPUS NOTICE
University of California, San Diego
 

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