University policy requires approval in advance for all official entertainment payments and reimbursements. If you are planning an event where food or beverages will be served, please contact your Contract & Grant Manager to confirm that these expenses are allowable with your funds, and then send the following information to Katie or Patrice:
- Date, time, and location of event
- Guest list (showing names, titles, affiliations)
- Business related nature/purpose of the event
- Justification
- Funds to be used
- Event flier (if available)
Events will need to be approved by UCSB’s Office of Research in the following EXCEPTIONAL cases:
- If any alcohol will be purchased (or reimbursed)
- If any spouses/partners will be in attendance
- If any of the approved “meal caps” are exceeded (caps include, tax, tip, delivery, etc)
- Meal caps: $26 breakfast, $38 Lunch, $64 Dinner, $17 Refreshments
Only certain companies/restaurants have been approved to cater campus events, so please contact Katie of Patrice if you are planning these types of activities. Also, if UCen Catering Services will be used, or if the event will take place at the Faculty Club, contact Katie or Patrice to assist with direct billing arrangements.
After the event has taken place, send all ORIGINAL receipts and invoices to Katie or Patrice, along with a completed copy (signed by the PI) of ISBER’s *Entertainment Reimbursement Request Form*. These payments will only be sent to Accounting for payment once the event Host has singed the payment request certifying that “entertainment/hospitality expenses were incurred for an official University business purpose.”