University-wide meetings of functional offices.Business Meetings: Meeting of employees to conduct official University business where meals or refreshments are a necessary and integral part, not a matter of personal convenience.Academic Activities: Visitors/official guests for lectures, colloquia, seminars.Student enrichment, training programs, and community support activities (e.g., snacks provided at blood donation event).Meals provided to volunteers and research subjects (clinical trials).Athletic team meals, including training-table meals, game-related meals, and occasional meals provided in accordance with NCAA rules.Student government meetings, association meetings, or other student meetings.Student orientation programs, commencement exercises, and similar activities.Class, study hall, or other academic-based activities.Student Events: Student events and activities that support the University's educational mission.The following activities and events must support an underlying University business purpose:

Have at least one University employee or other individual representing the University at business meetingsīusiness Event Examples (Host not required).

Have an Official Host (UCSC employee or other individual serving as the University's principal representative) attend for entertainment, employee morale, recruitment, and student outreach events.

Not involve making a contribution to a political campaign or candidate.

Not result in an employee or student receiving a taxable fringe benefit under IRS regulations.

Be reasonable in cost given the purpose of the event from the perspective of an objective third-party observer.

Payment or reimbursement for light refreshments is limited to no more than twice per month.

Payment or reimbursement for meals is limited to no more than once a month, or twelve times a year.Meals or light refreshments may be provided to non-employee students on a more frequent basis. Must occur on an infrequent basis per group, organization, or committee.Must be paid from an allowable funding source.Have a direct, substantial University business purpose.Expenses may be paid directly to a vendor (Purchase Order), recharged by other campus units (Recharge), or paid out-of-pocket and reimbursed (Reimbursement).Įvery UCSC-hosted event or activity must: Event expenses require authorization from an Event Expense Certifier (EEC) in accordance with UC Business Finance Bulletin: BUS-79 – Expenditures for Entertainment, Business Meetings, and Other Occasions. Financial Information System (FIS Banner)Īn event expense is incurred when meals, light refreshments and/or related goods and services are purchased using University funds in connection with a social or recreational activity, business meeting or other event.

Meal expense report template