How to Request Reimbursement for Entertainment

MyTravel users: Fax or submit an event guest list for the event electronically through the report. Fax an itemized receipt for any entertainment expense over $75.00 or, if required receipts are missing, complete the Declaration of Missing Evidence Form in MyTravel . More information is available in the Policy & Procedure Manual 330-80.

The step-by-step instructions below are intended for departments not using MyTravel and for departments using MyTravel but paying a vendor other than University Catering/Sodexo.

What to do How to do it

1 Complete the Request for Payment - Entertainment Expense

If expenses were charged to the Corporate VISA, check the Make payment to corporate VISA box and include the VISA cardholder name.

If expenses need to be reimbursed to an individual or paid to a vendor, process an Entertainment Expense Voucher (EEV) in DaFIS. On the paper form, mark the DaFIS EEV document # box and include the DaFIS EEV document number.

Verify that entertainment expenses, including alcohol (when applicable), are allowable on the fund source you list on the form.

Note: Entertainment expenses incurred while on travel status are reimbursable as indicated in entertainment policy section 330-80. Entertainment related meals should be claimed on an Request for Payment - Entertainment Expense form while the remaining meals should be claimed on a Travel Expense form. Submit both forms together.

2 Acquire Signatures The Request for Payment - Entertainment Expense form requires multiple signatures:

The Host's signature. This is 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.

Department Head signature.

Exceptional Approval signature. Review the Exceptional Expenses section to determine if exceptional approval is required and whose signature should be secured.

3 If 10 or Fewer Participants, Attach Guest List Attach a guest list that provides the following information for each attendee:

Name

Title

Occupation or group name

Note: You can use a guest list or create your own. You can also use an RSVP or membership list.

4 Attach Receipts for Entertainment Over $75.00 Attach original, itemized receipts so that all food and beverage charges can be identified.
Note: If you do not have the original receipts, submit the Declaration of Lost Evidence form.

5 Submit the Request to Accounts Payable Mail the following information to the Accounts Payable:

Request for Payment - Entertainment Expense

Guest list (if 10 or fewer guests)

Receipts for entertainment over $75.00

Declaration of Lost Evidence form (if applicable)

Back to Entertainment Expense Help Home

	What to do	How to do it
1	Complete the Request for Payment - Entertainment Expense	If expenses were charged to the Corporate VISA, check the Make payment to corporate VISA box and include the VISA cardholder name. If expenses need to be reimbursed to an individual or paid to a vendor, process an Entertainment Expense Voucher (EEV) in DaFIS. On the paper form, mark the DaFIS EEV document # box and include the DaFIS EEV document number. Verify that entertainment expenses, including alcohol (when applicable), are allowable on the fund source you list on the form. Note: Entertainment expenses incurred while on travel status are reimbursable as indicated in entertainment policy section 330-80. Entertainment related meals should be claimed on an Request for Payment - Entertainment Expense form while the remaining meals should be claimed on a Travel Expense form. Submit both forms together.
2	Acquire Signatures	The Request for Payment - Entertainment Expense form requires multiple signatures: The Host's signature. This is 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. Department Head signature. Exceptional Approval signature. Review the Exceptional Expenses section to determine if exceptional approval is required and whose signature should be secured.
3	If 10 or Fewer Participants, Attach Guest List	Attach a guest list that provides the following information for each attendee: Name Title Occupation or group name Note: You can use a guest list or create your own. You can also use an RSVP or membership list.
4	Attach Receipts for Entertainment Over $75.00	Attach original, itemized receipts so that all food and beverage charges can be identified. Note: If you do not have the original receipts, submit the Declaration of Lost Evidence form.
5	Submit the Request to Accounts Payable	Mail the following information to the Accounts Payable: Request for Payment - Entertainment Expense Guest list (if 10 or fewer guests) Receipts for entertainment over $75.00 Declaration of Lost Evidence form (if applicable)

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