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Resources for Entertainment

Overview and guidelines for meetings and entertainment:

Use MyPayments for Meetings and Hosted Events to claim expenses for meals or light refreshments with a business purpose, must clearly serve one of the following purposes:

  • Administrative, planning, workgroups
  • Planning, mentoring, workgroups (faculty, staff, and students)
  • Formal training sessions, conferences (not on travel status)
  • Professional association, scholarly society, external organization
  • UC-wide meetings, Academic Senate, Regents
  • Support UCSD's education and community programs
  • Hosting official guests, including (visitors from other universities, members of the community, employees visiting from another work location)
  • Recruitments, receptions, conferences (receptions not included in the registration fee)
  • Special entertainment (must be approved by both the employee with delegated entertainment approval authority and the employee with delegated approval authority for special entertainment).

UC San Diego-Sponsored Conference:

  • For UC San Diego-sponsored conferences where attendees do not pay a registration fee, use MyPayments to request a payment or reimbursement for catering and room rentals.
  • For UC San Diego-sponsored conferences where attendees pay a registration fee to UC San Diego, log in to MyPayments - payment type Conferences, Retreats and Fundraisers; sub-type Conference (UC San Diego - Sponsored Conferences.

UC San Diego-Sponsored Retreat:

Employee retreats differ from a meeting or hosted event in that they include some type of activity designed to improve teamwork and overall functioning of a team or department at UC San Diego.

  • Know your budget (amount allowed to spend)
  • Request department fiscal office for an index number to use for expenses and recharges
  • Gather all food, beverage, accommodation receipts (note: supplies are not reimbursed through this application)
  • Number of attendees sign in sheet/guest list required

Reimbursement and Payments:

For reimbursements, gather:

  • The payee's name and address
  • The payee's employee number or Financial (IFIS) ID Number
  • Scan and save the following (as applicable) to electronically attach to your request (if needed, black out private information such as a receipt showing credit card number):
  • Itemized receipt or proof of payment
  • Other required documentation as required by payment type

For direct payments, gather:

  • The payee's/supplier's name and address
  • The payee's/supplier's Federal Employer ID Number (FEIN) or Financial (IFIS) ID Number
  • Scan and save the following (as applicable) to electronically attach to your request (if needed, black out private information such as a receipt showing credit card number):
  • The order form, invoice or other supporting documentation
  • Other required documentation as required by payment type

MyPayments replaces the Payment Authorization and Payment Request processes. Find out how to create a new document for requesting payments and reimbursements using MyPayments.