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ENTERTAINMENT / MEETING EXPENSE
Entertainment/Meeting Expense payment?Expenses for entertainment must be directly related to official University business. Approval of all official University entertainment expenses must be obtained at the appropriate level. A separate FormU242, Signature Authorization or Cancellation Form must be on file for each individual to whom approval authority for entertainment payments has been delegated.
A request for payment or reimbursement of official entertainment/meeting expenses must be submitted on a Check Request for Entertainment/Meeting Expense with complete and accurate information.
A. Use form: Check Request for Entertainment/Meeting Expenses
( http://acctg.ucsf.edu/files/pc/U5-G2.xls )
B. Complete the following required information on the form.
1. Voucher Number - MJJJxxxx (a unique 8 character dept. assigned number - "M" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Vendor Number - Employee ID if payee is an employee.
3. Date - Check Request date.
4. Payee Name and complete address.
5. Amount.
6. Type of expense.
7. Nature of expense.
8. A-21 Allowable.
9. Number of participants.
10. Certification by Host/Host signature.
11. Date of event.
12. Invoice date and Invoice number if applicable.
13. Dept. P.O. - Speedchart (Optional).
14. Chartfields: NCA 433510, fund (fund year if appropriate), DPA, Program Code (if appropriate).
15. Provide specific check handling instruction. For check pick up, provide phone number and recipient's name, pickup location (MCB, Satellite, Mission Bay). For Campus mail, provide department box number and recipient's name.
16. Preparer's name and phone number.
17. Appropriate signature authorization (Refer to BUS79 http://www.ucop.edu/ucophome/policies/bfb/bus79.html ).
18. Attach required supporting document to check request:
- Invoice
- Original receipt with detailed information on the purchase for employee reimbursement
19. Make a copy of the invoice to be sent with the check to vendor if required.
20. Accounting via campus mail - Accounts Payable, Box 0812.
POLICIES:
Entertainment Policy: http://www.ucop.edu/ucophome/policies/bfb/bus79.html http://policies.ucsf.edu/ under policy 300-25 Entertainment and Meeting Expense.
Questions on Travel, Travel Advance or Entertainment/Meeting Request?
Email: stateairfare@accounting.ucsf.edu
This page last updated on: Wednesday June 04 2008