Our Services: Accounts Payable Accounting Business Office Capital Asset Accounting Cashier's Office Controls & Accountability Costing Policy & Analysis Education & Support Services Equipment Management Employee ID Card Program Extramural Funds Accounting Faculty Home Loan Program General Accounting Internal Control Materiel Management Payroll Project Management Office Student Accounting Systems Development Systems Operations Tax Accounting Travel Management

Feedback Comments, questions or
  suggestions? Let us know.

Home  ·  FAQ  ·  Forms

Hosting a Conference/Meeting/Event

• Introduction
• Making Payments: Off-Campus Conference (Non-UCD Facility Rental)
• Making Payments: On-Campus Conference (UCD Facility/Room Rental), including Sodexo/University Catering information

Check with the appropriate individuals in your department to ensure that the event:

• supports the mission (teaching, research, public service) of the university.
• is appropriate for the chosen account. Some accounts/funding sources prohibit the purchase of alcoholic beverages.
• is reasonable and necessary. Look for ways to minimize the money spent and to provide what is necessary at the lowest overall cost to your department, the university, and for the chosen account(s).

If it is determined that the event is appropriate and necessary, there are a number of things to consider, including:

• facility/room rental
• audiovisual and other equipment rental/arrangements
• decorations/flowers
• food/catering arrangements

Per UC Business & Finance Bulletin 79, entertainment expenditures are defined as:

"expenditures for meals or light refreshments and related services (e.g., labor charges, room rental, equipment rental, decorations, flowers, and similar expenditures) incurred in connection with events that are primarily social or recreational activities in support of the University’s mission."

In general, all event-related expenses need to be claimed as entertainment and follow the processes outlined on the subsequent pages. The only exception is if you are reserving a facility/room only, and there will be no entertainment charges (catering, food/beverages, decorations, food serving fees) claimed by the university. Refer to Reserving a Facility for instructions.

Back to Entertainment Expense Help Home