Departments are encouraged to check the following when submitting entertainment payment requests to ensure efficient processing and to avoid delays:
- Date of Event
- Event type
- Alcohol – verify non-restricted fund source
- Explicit business purpose
- Written justification for exceptional circumstances (e.g., exceeding per person limits, spousal attendance, etc.)
- Appropriate account code to reflect event type
- Date on receipt should match event date
- Itemized receipts
- Amount claimed on report should match receipt total listed on report
- Guest list – name, affiliation and number of attendees
- Host signature, when required
- Payee's signature
- Approval signature
- Direct payments to vendors (e.g., caterers, etc) – Submit a Purchase Order in BearBuy
- Use of appropriate funding source
For further information, please contact Accounts Payable at entertainment@berkeley.edu