UCSD
CAMPUS NOTICE
University of California, San Diego
 

OFFICE OF THE CONTROLLER -
BUSINESS AND FINANCIAL SERVICES
DISBURSEMENTS AND TRAVEL

February 23, 2004


ALL ACADEMICS AND STAFF AT UCSD (including UCSD Healthcare)

SUBJECT:    Entertainment - Policy Update and Expense Reimbursements on the Web

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.

POLICY UPDATE

A.) Receipts:

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: travel@ucsd.edu.


Faye McCullough
Manager
Disbursements and Travel