Bourns College of Engineering
Department of Electrical Engineering
Pre-Approval Request
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 Business Meeting Expense
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Entertainment Expense
It is essential that the expenditure of University funds for entertainment and business meetings be prudent and in a manner which
is in keeping with accepted standards of the educational community and compatible with its status as a tax-supported institution. A
list of some UC policies governing business/entertainment expenses that you should be aware of follows:
1)
2)
3)
4)
5)
Please note the meal breakdown is not automatic. Detailed itemized receipts MUST accompany all claims for
reimbursement.
Breakfast, Lunch, and Dinner business meetings, with advance approval from the appropriate office, may be claimed
provided that: a) The meeting must be for the purpose of discussion; b) An alternative meeting time is not possible; and c)
Number of UC personnel in attendance must have a documented, substantial, and bona fide business purpose.
Entertainment expenses may be claimed from contracts and grants, gifts, or endowments, as well as from State (19900)
funds. Note, however, that contract and grant policies may differ from that of the University’s. Please refer to the respective
contract agreement for details.
Alcoholic beverages are limited to $8.00 per person and may not be purchased from State General Funds (19900), or
Federal funds. Other fund sources may also have restrictions so please consult contract agreements for details. Tobacco
products may not be purchased from State General Funds (19900), or Federal funds. Other fund sources may also have
restrictions so please consult contract agreements for details.
Expenses for holiday parties, going away events (excluding retirements) department picnics, etc. are not allowable
TODAY’S DATE:
DATE OF EVENT:
NAME:
EVENT LOCATION:
TELEPHONE:
TOTAL EST. COST:
FUND SOURCE:
$
(See 3 & 4 above)
Type of Event: (check all boxes that apply and refer to event description on page 2 for maximum allowable rates and participant
number limitations)
1. Employee Recruitments
5. Meetings of an Administrative Nature
2. Welcome Events
3. Recognition and Awards Events
6. Conferences, Meetings of Learned Societies and
Organizations
7. Development/Advancement Entertainment
4. Other Academic Events & Occasions
8. Business Meeting (see note 2 above)
JUSTIFICATION:
----------------------------------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- --------------------Please attach a list of all participants. Make sure to designate UC Participants and Non-UC Guests with titles or
affiliations
EE DEPARTMENT CHAIR APPROVAL: ____________________________________________
DEAN’S OFFICE APPROVAL: ___________________________________________________
ACCOUNT
ACTIVITY
FUND
FUNCTION
COST CENTER
PROJECT CODE
714140
(Food and Beverages)
714160
(Social activities &
Alcohol/Tobacco products)
Revised 5/15/09
EE Configuration
Event Descriptions and Maximum Rates for Entertainment-(Effective October 2006)
Maximum Rates Per Person
Continental
Breakfast
Breakfast
Lunch
Dinner
$26.00
$26.00
$12.00
$45.00
$45.00
$18.00
$78.00
$78.00
$30.00
Light
Refreshment
s/Receptions
No. of Participants Limited
1. EMPLOYEE RECRUITMENTS
Faculty Positions
Faculty 1st Interviews/Visits
Faculty 2nd Interviews/Visits
Meals Involving Students
Department-wide Receptions
Entertainment/Meals After Offer
Accepted
$18.00
$18.00
No
No
No alcohol
No
NOT ALLOWABLE
Staff and Other Positions
Positions Graded MSP & Above
Positions Graded Below MSP
Specialized Positions
$26.00
$45.00
$26.00
$45.00
$78.00
$18.00
NOT ALLOWABLE
$78.00
$18.00
No
$26.00
$26.00
$45.00
$45.00
$78.00
$78.00
$18.00
$18.00
No
No / No alcohol
$26.00
$26.00
$45.00
$45.00
$78.00
$78.00
$18.00
$18.00
No / No alcohol
No / Exception
$45.00
$78.00
$18.00
No / Exception
$18.00
No
No
2. WELCOME EVENTS
New Faculty Receptions
Start-of-the-Year Student
Receptions and Orientation
Events
3. RECOGNITION AND AWARDS EVENTS
Student Honors Events
Faculty and Staff Retirement
Events
Faculty and Staff Recognition
Events
$26.00
4. OTHER ACADEMIC EVENTS AND OCCASIONS
Seminar, Colloquium and
Performer Related Entertainment
Light Refreshments
(cookies/punch)
Speaker Meals
Speaker Group Lunches
Graduate Research Conferences
And Symposia
Student Recruitment Activities –
Groups
Student Recruitment ActivitiesIndividuals
Student Oriented Meetings
$26.00
$26.00
$45.00
$45.00
$78.00
$78.00
$18.00
$18.00
No
No / No alcohol
$26.00
$45.00
$78.00
$18.00
No
$26.00
$45.00
$78.00
$18.00
No / No alcohol
$26.00
$45.00
$78.00
$18.00
No / No alcohol
$26.00
$45.00
$78.00
$18.00
No / No alcohol
$26.00
$45.00
$78.00
$18.00
$26.00
$45.00
$78.00
$18.00
No / Advance approval
required
No
5. MEETINGS OF AN ADMINISTRATIVE NATURE
Department/Unit Planning
Retreats
Business Meetings-Inc. faculty
mtgs
6. CONFERENCES, MEETINGS OF LEARNED SOCIETIES & ORGANIZATIONS
Events held on or off campus
where University funds are used
(including conference reg fees,
donor funds, etc.)
$26.00
$45.00
$78.00
$18.00
No
$26.00
$45.00
$78.00
$18.00
No / EVC or VCAPB approval
$26.00
$45.00
$78.00
$18.00
No
7. DEVELOPMENT/ADVANCE ENTERTAINMENT
Meetings and events involving
donors
8. BUSINESS MEETINGS
Business Meetings
Revised 5/15/09
EE Configuration
Bourns College of Engineering
Department of Electrical Engineering
Pre-Approval Request
NAME
TITLE
OCCUPATION/GROUP
ORGANIZATION
Revised 5/15/09
EE Configuration