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Guidelines for Approving Entertainment

Department heads are responsible for ensuring that entertainment conforms to policy and that claims submitted for payment include the appropriate supporting documentation.

Before the Entertainment

• When planning an entertainment event, the host must acquire advance approval from a person who is authorized to approve entertainment.
  
  
• Not all occasions qualify as official entertainment. Review the list of reimbursable occasions before authorizing the entertainment to ensure that the expenses are allowable.
  
  
• When pre-approving entertainment, keep in mind that some fund sources may not allow entertainment expenditures. Verify that funds are available to cover entertainment expenses before you approve the occasion.

After the Entertainment

• The approver is certifying that the expenses were prudent and in keeping with accepted standards of the educational community and compatible with the university's status as a tax-supported institution. In addition, approval of entertainment expenses indicates that the conditions for approval specified in Section 330-80 were met.
  
  
• Entertainment expenses should not exceed the per-person maximum allowance for the meal type. The maximum includes tax and tip but does not include facility or room rental fees. These fees can be claimed as an additional expense.

Signature Requirements
The Entertainment Expense Form requires multiple signatures. Verify that all necessary signatures have been acquired:

• Host's signature- the signature of the person who is responsible for the business purpose of the event, the selection of the invitees, and hosting guests at the event
• Approval for payment signature - the signature of the person who has been delegated signature authority on the fund source
• Approval for authorization signature - the signature of the person who has been delegated the authority to authorize entertainment

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