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UC DAVIS: ACCOUNTING & FINANCIAL SERVICES May 3, 2007 DEANS, DIRECTORS, DEPARTMENT CHAIRS AND ADMINISTRATIVE OFFICERS RE: Purchase of Tickets and Catering for UC Davis Entertainment Events Effective July 1, 2007, the DaFIS Interdepartmental Bill (IB) will no longer be allowed for the purchase of tickets to UC Davis sporting, theatrical, and musical events, or for catering services with Sodexho. The IB document inadequately supports the level of detail and approvals necessary to comply with policy. UC Davis Policy and Procedure Manual Section 330-80 allows for the purchase of tickets to sporting, theatrical, and musical events for prospective donors or employees in connection with official University business on an exception basis only and must be approved by the department head and Associate Vice Chancellor - Finance/Controller (campus) or by the Vice Chancellor - Human Health Sciences (UCDHS), or by the Chancellor. To ensure the use of university funds are justified, adequate approvals are met, and appropriate records are maintained, catering services with Sodexho and tickets purchased for entertainment or development purposes must be purchased using a US Bank Corporate Card (http://travel.ucdavis.edu/corpcard.cfm). In the absence of a corporate card, individuals may use a personal credit card and request reimbursement. Only those tickets purchased as part of an instructor's course requirement or an officially authorized outreach or mentoring program can still use the IB document but a REQUEST FOR EXEMPT TICKET PURCHASE form located at http://accounting.ucdavis.edu/forms/exemptticketreq.doc must be completed and filed with the event provider for each purchase. These purchases are not considered entertainment and therefore do not fall under PPM Section 330-80. J. Michael Allred Associate Vice Chancellor - Finance/Controller 07-048
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