UCD Directives

UC DAVIS:  ACCOUNTING & FINANCIAL SERVICES

June 30, 1998

DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS AND CAMPUS/UCDMC ADMINISTRATIVE
OFFICERS

RE:  Entertainment Policy

The University policy on entertainment expenditures has been  revised
effective July 1, 1998.  The changes were announced by Senior Vice President V. Wayne
Kennedy in his June 22, 1998 letter to the Chancellors. Highlights of the
changes that will soon be reflected in the UCD policy (P&PM 330-80) are as
follows:

	The requirement that entertainment expenditures be pre-approved has been
eliminated.
	Approval authority has been clarified: Individuals with delegated approval
authority shall not approve the entertainment of a person to whom they
directly report.  The approving authority should be the supervisor (or higher level) of
the official host.
	The request for reimbursement will now include a statement by the host
certifying that the expenditures were incurred for official University
business purposes.
	The rates for reimbursement have been increased.  The maximums are now
set as follows: Breakfast, $10; Lunch, $20; Dinner, $40; and Light Refreshments,
$10. 
	These amounts include tax and tips.  Higher costs require the filing of the
campus "Request for Entertainment Reimbursement Exception."  With regard to
the dollar thresholds, the new policy is now explicit in this regard and states
that the fact that actual costs exceed the authorized rates is not in itself
adequate justification for a higher reimbursement rate.
	Permissible entertainment activities have been expanded to include official
employee recognition functions such as faculty/staff picnics and holiday
parties, provided that such functions are paid from unrestricted funds.  State
general funds continue to be restricted for these purposes.  All activities of
this nature, regardless of funding source, require exceptional approval. 
	The entertainment expenses of the spouse (or equivalent) of a guest or the
official host is now allowed, provided that the presence of the spouse
serves a bona fide business purpose and that exceptional approval is obtained. 
	No receipts are required for any expenditures under $75.

These changes will be reflected in the UCD policy manual in the near future. 
In the meantime, please direct any questions regarding issues that need
clarification to Mary Herman, Accounts Payable, at 757-8541 or to me at
757-8501.

Anthony B. Flores
Associate Vice Chancellor-Finance

98-082

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