University of Tennessee, Knoxville - Division of Student Affairs
Prior Approval Request Form (series)
The object of Fiscal Policy FI0715 - Entertainment is to provide policies and procedures on the payment and
reimbursement of entertainment expenses. The policy outlines situations where it is appropriate for entertainment
expenses to be paid by the University. In addition to the policies outlined in Fiscal Policy FI0715, the Division of Student
Affairs requires prior approval from the Vice Chancellor for Student Affairs for all entertainment expenditures and the
Knoxville campus requires prior approval from the Vice Chancellor for Finance and Administration for entertainment
expenses of $500.00 or more for a single event. This form is specifically designed for those instances when a program
consists of a series of events that will be similar in function, attendance, and cost (i.e. lunches between search candidates
and a search committee). Please complete the following information, print the form, and route through the Office of the
Vice Chancellor for Student Affairs for the necessary approvals.
If a contract is required to be signed for this event, please process in accordance with Fiscal Policy FI0420.
Description and purpose of the entertainment expense being requested. Include why the expense is an appropriate
university expense (Example - Provide lunch for individuals participating in the Student Affairs Divisional Planning
Meeting. The meeting provides professional staff with updates on current and future Division initiatives and topics of
Name of the Events:
Date of the Events:
Location of the Events:
Estimated Average Number of Attendees per Event......
Estimated Cost per Attendee per Event .......................
Total Anticipated Cost per Event ................................. $0.00
Total Number of Events in Series ................................
Total Anticipated Cost of Series................................... $0.00
Cost Center/WBS Element: GL Code (select one): 446200 449200
This request will be returned via email to the unit with the approval signatures or an explanation for denial. If the request is approved, when the invoice
is entered or the reimbursement request prepared, include the tracking number assigned by the Finance and Administration Office located in the upper
left corner of this form (if applicable) and the text “Prior approval granted by (approver name) on (date). Prior approval form on file in the department.”
Questions regarding the supplemental policy on Entertainment should be directed to the Vice Chancellor for Budget & Finance Office at 865-974-4204.
Requestor Name Date Phone Number
Email Address (to be used for return of the form)
Department/Unit Head (Required) Date
Vice Chan for Stu Aff or Designee Date Vice Chan for Fin and Admin or Designee Date
(needed for expenditures of $500.00 or more)