Division of Finance and Administration

Guidelines for Year-end Meetings and Events

Practice Directives - Year-end Meetings and Events

Year-end Meetings & Events

Applies To:

All Division of Finance and Administration employees.

Effective Date: 

Objective: 

It is important to avoid the appearance of extravagant spending for personal, non-business events. Please continue to act as good stewards of the various funds, regardless of source, that your department controls..

Procedure: 

If University funds are used, plan your event to fall within the policy and procedures described in UC Business and Finance Bulletin BUS-79. As a reminder, expenses that exceed the per-person maximum rates and/or certain activities require exceptional approval for payment or reimbursement.

Year-End Activities Requiring Additional Approval:

  • Entertainment of a spouse, date, or non-employee
  • Employee morale building activities
  • Any event that is social in nature (parties, recognition or appreciation events)

A request for reimbursement of exceptional/additional approval expenses must include a written justification describing why the costs were unavoidable and necessary to achieve a University business purpose. This justification must be included with the PayQuest Meetings/Entertainment form.

Supporting Documents and Policies

Business and Finance Bulletin BUS-79

Contact:

Stephanie Tenney, 949.824.3454