School of Medicine Intranet

Entertainment

Policies and Guidelines for Entertainment

This policy governs the appropriate use of university funds for business meetings, entertainment functions, and other occasions when meals and/or light refreshments are served. It applies to academic and staff employees, students, donors, guests, visitors, volunteers, and other individuals as part of a university business meeting or event.

Entertainment is defined as occasions when the judicious extension of hospitality, such as the provision of meals or light refreshments directly related to the active conduct of official university business, is in the best interest of the university.

Entertainment Policy Procedure

  • Requestor will complete Entertainment Pre-Approval and Exception to Policy Form for each event. A Pre-Budget Plan is also mandatory for all events that require purchases outside of catering.
  • Business Operations transactor will process payment via Concur, attaching list of participants and original paid itemized receipt or vendor invoice.
  • Catered events by Dining Services will be paid via web recharge.
  • Requestor can expect reimbursement within 7-15 days after being received by Accounting.

Tips on Performance Agreements

  • Entertainment that includes performers must have an approved performance agreement. More information can be found here.
  • To begin the process, answer the following questions from the Performance Agreement Intake Form and send the answers to Business Operations with the Entertainment Preapproval Form via ServiceNow.
    • Name of UCR department?
    • Type of performance (dance, live music, speaking engagement)?
    • Location of performance?
    • Is this a student performer?
    • Is this a virtual performance or onsite performance?
    • Name of performer?
    • Name of performer's agent (if applicable)?
    • Date of performance?
    • Duration of performance (e.g. one hour from 2:00 p.m. to 3:00 p.m.)?
    • What will UCR be providing for performance (microphone, laptop, instruments etc..)?
    • What will performer be providing (i.e. instruments etc.)?
    • What time should performer arrive before performance (i.e. performance is at 12:00 noon performer to arrive at 11:30 a.m.)?
    • How long will rehearsal time be (if any)?
    • Who will be paid (performer or agent? Name should match the W9 form)?
    • How much will the payment be?
    • Does performer carry insurance?

Tips on the Entertainment Policy

Following these steps will ensure that your reimbursement goes quickly and smoothly. Have questions? Contact your department FAO, budget owner, or financial analyst. For further clarification, contact Business Operations via ServiceNow.

  • Exceptions to the entertainment policy, such as those that exceed the established maximum rates, spousal attendance or entertainment costs associated with employee recognition functions, must be approved as an "exception" by the dean.  See exceptions listed in section B and C on the Entertainment Preapproval Form.
  • While on university travel status, do not buy meals for others unless it is a bonafide entertainment activity. Travel policy requires that each traveler's expenses be reported individually.
  • Alcoholic beverages may not be purchased on state or federal funds. Many fund sources (most contracts and grants, for example) do not allow entertainment expenses. Verify that entertainment is allowed on your proposed fund source prior to the scheduled event. If you have any questions about your funds and the payment of entertainment expenses, contact your department FAO, budget owner, or financial analyst.
  • For administrative meetings to include lunch, they should take place over an extended period of time and the agenda should include a working meal to satisfy the requirement that the meal is part of a business function. Reimbursement will not be allowed when two or more employees from the same work location choose to go to lunch together to continue their business as an incidental part of the meal, or when the meeting could have been scheduled during regular work hours.

Tips on Processing Times

  • Please allow at least ten business days for processing entertainment preapproval requests.  Additional processing time is needed for the following types of requests:
    • Requests that include a performance agreement.
    • Requests that require exceptional approvals.
    • Requests that include new suppliers and new independent contractors.

Note that processing time starts when all documentation has been received.