Bourns College of Engineering
Department of Electrical Engineering
Pre-Approval Request
Business Meeting Expense 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) 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 DATE OF EVENT: EVENT LOCATION: TOTAL EST. COST: (See 3 & 4 above)
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TODAY’S DATE: NAME: TELEPHONE: FUND SOURCE:
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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 2. Welcome Events 3. Recognition and Awards Events 4. Other Academic Events & Occasions JUSTIFICATION: 5. Meetings of an Administrative Nature 6. Conferences, Meetings of Learned Societies and Organizations 7. Development/Advancement Entertainment 8. Business Meeting (see note 2 above)
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------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
714140 (Food and Beverages) 714160 (Social activities & Alcohol/Tobacco products)
ACTIVITY
FUND
FUNCTION
COST CENTER
PROJECT CODE
Revised 5/15/09 EE Configuration
Event Descriptions and Maximum Rates for Entertainment-(Effective October 2006)
Maximum Rates Per Person Continental Breakfast
1. EMPLOYEE RECRUITMENTS Faculty Positions
Breakfast
Lunch
Dinner
Light Refreshment s/Receptions
No. of Participants Limited
Faculty 1st Interviews/Visits Faculty 2nd Interviews/Visits Meals Involving Students Department-wide Receptions Entertainment/Meals After Offer Accepted
Staff and Other Positions
$26.00 $26.00 $12.00
$38.00 $38.00 $18.00
$64.00 $64.00 $30.00
$17.00 $17.00
No No No alcohol No
NOT ALLOWABLE
Positions Graded MSP & Above Positions Graded Below MSP Specialized Positions
2. WELCOME EVENTS
$26.00 $26.00 $26.00 $26.00
$38.00 $38.00 $38.00 $38.00
$64.00 $17.00 NOT ALLOWABLE $64.00 $17.00 $64.00 $64.00 $17.00 $17.00
No No No No / No alcohol
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
4. OTHER ACADEMIC EVENTS AND OCCASIONS
$26.00 $26.00 $26.00
$38.00 $38.00 $38.00
$64.00 $64.00 $64.00
$17.00 $17.00 $17.00
No / No alcohol No / Exception No / Exception
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
5. MEETINGS OF AN ADMINISTRATIVE NATURE
$17.00 $26.00 $26.00 $26.00 $26.00 $26.00 $26.00 $26.00 $26.00 $38.00 $38.00 $38.00 $38.00 $38.00 $38.00 $38.00 $38.00 $64.00 $64.00 $64.00 $64.00 $64.00 $64.00 $64.00 $64.00 $17.00 $17.00 $17.00 $17.00 $17.00 $17.00 $17.00 $17.00
No No No / No alcohol No No / No alcohol No / No alcohol No / No alcohol No / Advance approval required No
Department/Unit Planning Retreats Business Meetings-Inc. faculty mtgs Events held on or off campus where University funds are used (including conference reg fees, donor funds, etc.)
7. DEVELOPMENT/ADVANCE ENTERTAINMENT
6. CONFERENCES, MEETINGS OF LEARNED SOCIETIES & ORGANIZATIONS
$26.00
$38.00
$64.00
$17.00
No
Meetings and events involving donors
8. BUSINESS MEETINGS
$26.00
$38.00
$64.00
$17.00
No / EVC or VCAPB approval
Business Meetings
$26.00
$38.00
$64.00
$17.00
No
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