At UC Berkeley, "entertainment" means expenditures for meals or light refreshments and related services (e.g., labor charges, room rental, equipment rental, decorations, flowers, and similar expenditures) incurred in connection with events that are primarily social or recreational activities in support of the University's mission. Such activities must support an underlying University business purpose such as promoting goodwill or cultivating donors.
Entertainment-Related Policy |
Event Pre-ApprovalAll events must be pre-approved by your supervisor or appropriate approver within your unit using the Entertainment Purchase Order (EPO) form. For events totaling more than $20,000, VCEI exceptional approval is needed. The CE3 Admin Team handles exceptional approvals. |
Frequency of Meals & Light Refreshments for EmployeesMeals and light refreshments that are provided to employees on a frequent or routine basis are not reimbursable under University policy.The following guidelines should be followed in providing meals and light refreshments in connection with a business meeting, entertainment event, or employee morale-building activity:
|
On-the-Job-MealsThe University may furnish meals to certain employees during work hours when the employees are required to be at their work stations during a normal meal time. These meals can be provided when the department requirements necessitate that meals be provided as a condition of the employee's appointment. a. The meal must be approved by an authorized official b. The meal must be taken at the employee's work location during his/her working hours |
Meals Provided to StudentsMeals or light refreshments may be provided to non-employee students on a more frequent basis. The University may provide meals or light refreshment in support of the University's educational program, such as: a. Meals for an athletic team, including training table meals, game related meals b. Meals or light refreshments provided in connection with the recruitment of student-athletes c. Meals or light refreshments provided in connection with a class, study hall or other academic-based activity d. Meals or light refreshments in connection with student orientation programs, commencement e. Meals or light refreshments provided in connection with a student government meeting, association meeting or other student meeting f. Meals or light refreshments may be reimbursed for meeting between students and faculty or administrators |
Meal LimitsThere are maximum reimbursable amounts per person, including food, beverage, tax, service, and delivery charges:
When an entertainment expense exceeds the per-person maximum provided in the chart above, the entertainment is considered exceptional. Exceptional entertainment cannot be charged against State and Federal funds. Exceptional entertainment also requires vice chancellor approval. |
Reimbursement & ReconciliationAll reimbursement requests must be submitted within 45 days of the purchase on reimburse.berkeley.edu. Receipts are required for all expenditures, regardless of the amount. BluCard reconciliation is due in BFS approximately 14 days after the transaction. |
