University of California, Riverside

ePay



Business Meetings, Entertainment and Other Occasions



Business Meeting
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format

Employee Meetings, includes retreats

No No, unless event includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor's explicit approval and written justification.

The University may pay for or reimburse expenses for meals or light refreshments provided in connection with business meetings involving University employees if the expenses occur infrequently, the expenses benefit the University, and the expenses are reasonable and appropriate to the purpose and nature of the business meeting. This category includes employee retreats.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Faculty-Student Meetings No No, unless event includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The cost of meals or light refreshments may also be reimbursed for occasional meetings between students and faculty or administrators.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Visitors, guests, and volunteers No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

Business meetings that include visitors, guests and/or volunteers

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Conferences No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

Conferences organized by UCR and serving the UC mission ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Programmatic Activities
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format
Athletic Team Meals No No, unless event includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

Includes training-table meals, game-related meals, and occasional meals provided in accordance with the rules of the National Collegiate Athletic Association (NCAA)

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Class, study hall, or other academic based activities No No, unless event includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

A class, study hall, or other academic-based activity that occurs on an infrequent basis. Continuing educational programs and similar self-supporting programs.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Meals provided to volunteers or research subjects No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

Activities that serve refreshments as a crucial part of the program, such as blood donation events that offer juice and cookies to blood donors

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Student award, recognition, honor event No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide students or others with meals or light refreshments furnished in support of the University’s educational programs.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Student government or association meeting No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide students or others with meals or light refreshments furnished in support of the University’s educational programs.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Student orientation programs and commencement exercises (includes welcome events)

No No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide students or others with meals or light refreshments furnished in support of the University’s educational programs.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Recruitment
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format
Prospective Athlete Yes No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide meals or light refreshments in connection with the recruitment of prospective student athletes.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Prospective Employee Yes No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide meals or light refreshments in connection with the recruitment of prospective employees who are under consideration for positions that require specialized training and/or experience of a professional, technical, or administrative nature.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Prospective Student Scholar Yes No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide meals or light refreshments in connection with the recruitment of prospective student scholars

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Employee Morale
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format
Faculty/Staff Award/Recognition/Honor Yes Yes

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may pay for or reimburse costs for meals or light refreshments associated with official employee morale-building and appreciation activities that serve a University business purpose. Examples of such occasions include a gathering to honor a departing employee who is separating from employment after at least 5 years of University service, employee recognition receptions, annual faculty/staff picnics, new employee receptions, and holiday gatherings. Under no circumstances may University funds be used for occasions such as employee birthdays, weddings, anniversaries, or other occasions of a personal nature.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

 Faculty/Staff Retirements Yes Yes

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may pay for or reimburse costs for meals or light refreshments associated with honoring an employee who is retiring from the University.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Entertainment
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format
Prospective Donors Yes No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may provide meals or light refreshments at an entertainment event for the purpose of generating the goodwill of prospective University donors.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Social Events with Business Purpose Yes No, unless includes spouses

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

Meals or light refreshments may be provided to visitors, guests, members of the community, or employees where the purpose of the activity is primarily social or recreational, as long as there is an underlying business purpose in support of the University’s mission.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Sponsorships Yes Yes

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

A cash contribution which includes the cost of a meal or registration fee made to a nonprofit organization in connection with an employee’s attendance at a fundraising event. Includes table sponsorship. University policy requires documentation of the business purpose for making a cash contribution to an outside nonprofit organization. The business relationship with the nonprofit organization must be explained. While in most cases promotion of goodwill in the University community is an acceptable business purpose, the amount of a contribution must be reasonable in relation to the actual or expected benefits. To document that a contribution to an outside organization was made on behalf of the University, submit a copy of the transmittal letter to the recipient organization. In addition, the employee should obtain a statement from the organization showing the difference between the amount of the contribution and the benefits (such as a meal and/or refreshments) received by the employee.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)

Tickets to an Entertainment Event Yes Yes

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

The University may pay the cost for tickets to a sporting, theatrical, or musical event furnished to a prospective donor or employee in connection with the conduct of official University business.

ENTVVVVMMDDYY, where VVVV = the last 4 digits of the vendor id #; MMDDYY is the event date (or last day of event)
Other Events (advance approval and justification required)
Nature of EventHost SignatureAdditional ApprovalExceptional ApprovalDescriptionsInvoice Number Format
Other Events (requires description of event) Yes Yes

If exceeds per person maximums up to 200% — requires written justification. If per person maximums exceed 200% — also requires Chancellor explicit approval and written justification.

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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