School of Medicine Intranet

Exception to Policy

Exception to Policy Requiring Pre-Approval

On infrequent occasions, the chancellor's office or designees may grant exceptions to University of California policies. Requests for exception must be in writing and outline each aspect of the event that is an exception to policy for which approval is being requested. Expenses requiring exceptional approval may not be charged to state funds or other restricted fund sources.

Guidelines for Approval of an Exceptional Request

  • The expense supports the department, organization and university’s mission.
  • The expense is reasonable, cost effective and exhibits the best use of university funds.
  • The expense is allowable for the fund source.
  • Funds are available for the expense.
  • Alternatives that would be equally effective in achieving the desired objective have been considered.

Examples of Exceptional Requests

Below are a list of examples of exceptional requests. Have questions? Contact Business Operations or your travel coordinator about anything that is unclear. 

UCR Policy 200-44 Entertainment (currently under review)

The chancellor has delegated the authority to approve exceptions from this policy to the EVCP, dean, and the vice chancellors for his/her respective area. This authority cannot be re-delegated further. The request for exceptional approval must be justified in writing to the appropriate authority (i.e. EVC/Dean/VC) at least ten (10) working days prior to the event.

Travel - (BFB G-13, G-28)
  • Meal costs in excess of M&IE and lodging caps (Appendix B of BFB G-28).
  • Business class or first class air travel is allowed under certain circumstances; otherwise requires dean and chancellor approval.
Entertainment (BUS 79) and UCR Policy #200-44
Table Sponsorships
  • Table Sponsorships or instances where the university is underwriting the cost of the event require dean and EVCP approval. The request must be justified in writing at least ten (10) working days prior to the event and routed through dean.
  • See the full Entertainment BUS 79 and UCR Policy #200-44
Employee Non-Cash Awards (G-41)

Anything over these allowable amounts require exception pre-approval by chancellor:

  • Employee recognition up to, and not to exceed a value of $75.
  • Length of service up to, and not to exceed, a value of $400.
  • Sympathy gifts valued at over $75 require exceptional approval and must be reviewed by the dean and approved by the EVCP.
  • See the full Employee and Non-cash Awards (G-41) policy
Non-Employee Non-Cash Awards (G-42)

Anything over these allowable amounts require exception pre-approval by chancellor:

  • Promotional items ( ex: bear a logo to further organization cause) not to exceed $75 per recipient per calendar year.
  • Appreciation or recognition for a noteworthy academic achievement or for participation in a university sponsored event exceeding $600 per recipient, per calendar year.
  • Sympathy - in the event of death or major illness either to or on the behalf of non-employees or members of their families or households, not to exceed $200 per recipient, per calendar year.
Memberships (G-43)
  • All social membership payment requests require dean's approval with final approval by chancellor.
  • Professional membership which exceeds annual cost of $2,000.
Honoraria (D-371-35 - UC Accounting Manual)
  • Honoraria are considered exception if they meet the following criteria: all honoraria to non-UC personnel that are more than $10,000 are considered exceptional and require review by the dean and subsequent approval by EVCP or chancellor.