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Instructions on completing the
ENTERTAINMENT PAYMENT/REIMBURSEMENT
request form
For complete University Policy and Regulations pertaining to Entertainment, see: http://controller.berkeley.edu/travel/Ent/index.htmAt UCB, "entertainment" is the provision of meals or light refreshments for a bona fide UCB business purpose, with no personal benefit to the host or other university employees. In general, entertainment expenses must be cost effective and make the best use of public funds. Not all campus funds can be used to pay/reimburse entertainment costs. For details on allowable expenses according to fund, go to: http://controller.berkeley.edu/travel/Ent/FundSourceRestrictions.htm.
Request payment/reimbursement for entertainment costs by completing the "Entertainment Payment/Reimbursement Request Form"; step-by-step instructions are below. All payments or reimbursements must be accompanied by an itemized invoice or receipt, which clearly shows detail of meals and drinks. Credit card receipts must be accompanied by itemized meal receipts. Identify any alcohol charges; depending upon funding source, alcohol charges might not be allowed. Tape (do not staple) your invoice/receipt to a white sheet of 8½" x 11" paper (the back of scratch paper is fine).
Submit your completed request form and invoice/receipt to the appropriate BSO Budget Assistant for processing. Note that failure to provide a completed form or required documentation will result in a delay of processing payment/reimbursement. To see a list of BSO Budget Assistants, click here.
Request Date: Enter today’s date.
Payee Name: Enter the name of the individual/business to be paid/reimbursed.
Address: Enter the complete address where payment should be sent.
Payee Phone #: Enter as appropriate the campus, home, or business phone number of the individual/business to be paid. This contact information is necessary should the Business Office need to contact the individual/business.
Payee E-mail: Enter if available the e-mail address of the individual/business to be paid.
Empl ID/Student ID/SS#/Fed Tax ID: Enter as appropriate the Employee ID, Student ID, Social Security, or Federal Tax ID of the individual or business to be paid. If a UCB employee is being reimbursed, provide his/her Employee ID; if a business is to be paid, provide its Federal Tax ID, etc.
Business Purpose of Event: Provide a clear and complete explanation for the purpose of the meal. The meal must have been provided for a bona fide UCB business purpose, and should not personally benefit the event host or other employees. Note that the Business Office will not process any payment/reimbursement requests without meal description and business purpose clearly stated.
Date of Event: Enter the date on which the meal took place.
Event Location: Enter the city and state where the meal took place.
Meal Type: Select the type of meal being paid/reimbursed.
Certification by Host: The host of the event must be from UCB; he/she should print his/her name and sign where indicated. Note that the Entertainment Office will not process any payment/reimbursement requests without host signature.
Amount: Enter the total amount of the meal to be paid/reimbursed.
No. of Participants: Enter the total number of people in attendance at the meal.
Cost Per Participant: Divide the number of participants into the total meal amount and enter this figure in the field. Ensure that this figure, including taxes and service charges, does not exceed the maximum per-person expenditures allowable (new rates, effective 10/1/06):
Breakfast: $26.00 Lunch: $38.00 Dinner: $64.00 Light Refreshments: $17.00
If you anticipate that your entertainment costs will exceed the maximum allowable rates above, approval from the Dean is required prior to the event. Address your request to the Dean, and submit it to Frankie Temple. If approval is granted, Frankie Temple will notify the requestor and the BSO.Other Expenses (Room Rental, A/V): Enter cost of other expenses, such as room rental fees or audiovisual equipment rental fees, and provide an explanation for the cost. This field cannot be used to list expenses for service charges, linen charges, taxes, etc. (these should be included in the "Amount" field).
Acct Name/Fund Source: Provide the account name or funding source (e.g., Ford grant) to be charged.
Approval Signature: Have the principal investigator (PI) of the funding source sign in this field, authorizing the BSO to charge the meal cost against this account. If the PI has designated another individual to sign approval on expenses for a particular account, that individual should sign in this field (note that the BSO must be informed by the PI in writing that another individual can sign for Entertainment expenses).
Participant List: Provide a list of participants at the meal event; this is required even for large events. If necessary, provide the list on a separate sheet of paper.
Last updated: 1/11/10
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