The University has maximum rates that are used for reimbursing entertainment expenses. These are UC rules and can not be changed by the department. The reimbursement rates below are per person, including the guest(s), official UCSD host and UC employee participant(s). Anything beyond these dollar amounts requires approval for policy exception by the Senior Vice Chancellor for Academic Affairs (SVCAA). The department has a long-standing tradition of not requesting such exceptions. VC's traditionally view excessive entertainment expenses as a poor use of resources.
Maximum per person Meal Reimbursement Rates
- Breakfast: $26.00
- Lunch: $45.00
- Dinner: $78.00
- Light Refreshment: $18.00
CSE Entertainment Policy for lunch
Most lunches take place at the Faculty Club. Since the cost of lunch is very reasonable, limits placed on attendance are more flexible (usually not to exceed 8 or so). To host a small group lunch at the faculty club, pick up a faculty club card from the Chair's Assistant EBU3b 2264. You must drop off the card to the Chair's Assistant along with the receipt after the lunch. Be sure to let him/her know the reason for the lunch so s/he can recharge the expense to the proper index number.
If it is expected that a large group will be in attendance for lunch at the Faculty Club, it is possible to reserve a private room. Please approve this with the Chair beforehand and let a departmental Support Assistant know if you need a reservation made.
CSE Entertainment Policy for Dinner
The University allows up to $78 per person for dinner expenses. The department will reimburse up to a maximum of $312 for dinner expenses (4 attendees @ $78 each). If a more reasonably priced restaurant is chosen, more individuals may attend the dinner (e.g., 10 people at $31.20 each), so long as the total does not exceed $312.00.
Please be reminded that the maximum reimbursement for dinner is $78 per person. You may not exceed this dollar amount - regardless of the index number used. Any expenses exceeding this limit will be out of pocket for the host.
University Guidelines Regarding Reimbursement for Alcohol and Meals
- State Appropriations General Funds (19900A) and Specific and Special State Appropriations (199XXA, 18000A-18199A) cannot be used to reimburse any portion of meal expenses in excess of the allowed amounts. In addition, no alcohol expense will be reimbursed with these funds.
- Original itemized (showing number of attendees) receipts must be attached to all reimbursement requests. Itemized receipts in addition to charge-card receipts must be submitted so that the food and beverage charges can be properly identified. Any request or reimbursement of alcohol charges needs vice chancellor approval.
For additional information on this policy, visit UCSD Entertainment Policy.