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 usually has a guest-host relationship, in which an official guest or guests attend an event, at the invitation of a UC Berkeley host, for a business purpose. Although administrative meetings might not typically include a guest-host relationship, they too may incur allowable entertainment expenses.
In general, entertainment expenses must be cost effective and make the best use of public funds.
The online Travel & Entertainment Reimbursement system is a web-based application used for both travel and entertainment expense reporting and reimbursement requests. Reports can be input into the system by designated preparers and are approved by designated reviewers. If you do not have preparer status, submit your travel documentation to your department administrator for input into the online system.
Once your expense report is complete, the signed report and supporting documentation must be submitted to the Accounts Payable Office before payment can be made. You can submit your expense report request and documentation by e-mail or on paper. Whenever possible, please submit your expense report by e-mail. Proper use of e-mail streamlines the reimbursement process, expediting payment.