Business Event/ Host Role

Transcription

1 Hosting A Business Related Meal Or Event Host Role/ UCOP Policy BUS-79 Let your administrator know ASAP that you are planning to entertain. They will be able to tell you ALL the rules for meeting & entertainment, let you know the best way to fund the event and may even be able to help you plan, send invites, book the restaurant/ venue etc. Allowable Reasons For A Business Meal Guest Lecturer Gratitude Interview Spouses only allowable at final interview Programmatic events e.g. graduation, student program activities etc. * Collaborator Visits Donor Recognition/ Cultivation Employee Work Meetings * Resident/ Faculty/ Staff working Retreats * Team Building as part of the team building activity i.e. meal at bowling venue. (A separate meal from the activity would be considered morale). 1. Do ask for an itemized receipt; Just the credit card receipt is not sufficient. 2. Clearly describe the purpose of meal with as few acronyms as possible. 3. If you exceed the per person limit, the justification must answer the question Why was it necessary or unavoidable to exceed the per person limit. 4. Keep other supporting documents like an agenda, symposium flyer etc. Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) Allowable Attendees Non-UCSF Business Guest & their personal guest UCSF Employees UCSF Employee s Personal Guest (if the business guests bring a personal guest). * See Reverse 5. If claiming for travel expenses to the venue, keep those receipts also. 6. Keep a list of all attendees noting their affiliation to UCSF i.e. Employee, Business guest, spouse etc. 7. Non-food & beverage limit, no matter the meal type, is $100 per person. These costs are typically the venue fee, AV hire fee, fee, set-up fee etc. 8. Recommended rates in San Francisco is twice the tax and round up or 20% pre-tax. Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ *Light Refreshments Up to $19 $19.01 to $38.00 Business Event/ Host Role Non-food & bev costs for any meal Up to $100 $ If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating the per person costs.

2 Morale or Business - Definition Morale events are primarily social and/ or recreational in support of the Universities mission. Business/ Programmatic events are in connection with meetings of employees and non-ucsf business associates to conduct official University business. Insurance For university-sponsored and organized events such as the fellowship graduation/ summer retreats etc., UC s general liability self-insurance program can provide coverage. The Certificate of Self-Insurance can be accessed at by clicking on the link for UC Certificate of Insurance and then clicking on the COI link on the page to which you will be directed. *Allowable attendees: While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For graduations, personal guests only allowable for graduating residents and host. Gratuities: Recommended rates for San Francisco is twice the tax and round up or 20% pre-tax. Receptions: If a reception before a meal includes beverages and or hors d oeuvres, the combined charges for the reception and the main meal should be treated as a single event for the purpose of calculating the per person cost. Justification Tips: Why was it necessary or unavoidable to exceed the per person limit? Why was the particular restaurant chosen? Was it important to show appreciation maybe minimal honorarium paid? Important to solidify a collaboration relationship? Close to guest lodging or dept. offices? Wanted to show seriousness of offer to a candidate? Funding sources: Federal & State Government fund sources do not allow for reimbursement of alcohol and the summary should show allowabilty to use it for the event/ expenses. Gift Funds please confirm that the intent of the fund allows for Meeting & Entertainment expenses relating the purpose of your event. Business Event/ Host Role

3 Approving A Business Related Meal Or Event Approver Role/ UCOP Policy BUS-79 Is the event or expense exceptional? If you agree with 1 or more of the statements below, the report requires the SOM Dean s Office approval AND the box checked in MyExpense This is an exceptional expense. Comment required. 1. The purpose of this event is not listed below and actually 2. seems more like a morale event (see over). 3. Personal guests attended even though personal guests are allowable. 4. The food & beverage cost exceeded the non-exceptional per person maximum. 5. Even if allowable, the expense looks extravagant under the circumstances e.g. $100+ bottle of wine, caviar, alcohol with little to no food etc. 6. The non-food & beverage per person cost (venue, set-up, AV, musician fee etc.) exceeds $100 per person for any meal type. Allowable Reasons For A Business Meal Guest Lecturer Gratitude Interview Spouses only allowable at final interview Programmatic events e.g. graduation, student program activities etc. * Collaborator Visits Donor Recognition/ Cultivation Employee Work Meetings * Resident/ Faculty/ Staff working Retreats * Team Building as part of the team building activity i.e. meal at bowling venue. (A separate meal from the activity would be considered morale). What should be attached? 1. Justification (when per person cost exceeds the non-exceptional max). 2. Guest list with affiliations. 3. Itemized receipt or invoice plus spreadsheet of all event s costs. Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) Allowable Attendees Non-UCSF Business Guest & their personal guest UCSF Employees UCSF Employee s Personal Guest (if the business guests bring a personal guest). * See Reverse 4. Missing receipt form if receipt not itemized or just the credit slip attached 5. Event purpose with flyer agenda etc. 6. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ Business Event/ Approver Role *Light Refreshments Up to $19 $19.01 to $38.00 If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating the per person costs.

4 Morale or Business - Definition Morale events are primarily social and/ or recreational in support of the Universities mission. Business/ Programmatic events are in connection with meetings of employees and non-ucsf business associates to conduct official University business. *Allowable attendees: While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For graduations, personal guests only allowable for graduating residents and host. Gratuities: Recommended rates for San Francisco is twice the tax and round up or 20% pre-tax. Receptions: If a reception before a meal includes beverages and or hors d oeuvres, the combined charges for the reception and the main meal should be treated as a single event for the purpose of calculating the per person cost. Justification Tips: Why was it necessary or unavoidable to exceed the per person limit? Why was the particular restaurant chosen? Was it important to show appreciation maybe minimal honorarium paid? Important to solidify a collaboration relationship? Close to guest lodging or dept. offices? Wanted to show seriousness of offer to a candidate? Funding sources: Business Event/ Approver Role Federal & State Government fund sources do not allow for reimbursement of alcohol and the summary should show allowabilty to use it for the event/ expenses. Gift Funds please confirm that the intent of the fund allows for Meeting & Entertainment expenses relating the purpose of your event.

5 Submitting Business Related Meal Or Event Expenses Requester or Delegate Role/ UCOP Policy BUS If an event is exceptional, add Simon Schuster as adhoc approver 1 and Denise 1. Guest names & affiliations should be typed into the report if less than 25 but can be attached (pdf) if more than 25. Lau as adhoc approver Attach the invitation can be used in place of a guest list if 2. Guest list with affiliation to UCSF attached. over 25 and open i.e. invite sent to seminar attendees. 3. Account field for business meal 3. Expense type should be meal type - Entertainment / Mtg without alcohol or if includes alcohol. 4. Check box This is an exceptional expense. Comment req d. Re-Charge exceptional expenses 1. No-form to fill. 2. Attach/ note the fund source 3. packet to SOM Dean s Office. Points To Remember For All Reimbursements Methods: P-Card exceptional expenses 1. Complete p-card exceptional expense form. 2. Attach/ note the fund source 3. packet to SOM Dean s Office. 1. Wording throughout report should describe business purpose not morale with few acronyms. 2. For missing receipts or food & beverage receipts not itemized, attach a missing receipt form. 3. Chartstring should be suitable for the event. Allowable Reasons For A Business Meal Guest Lecturer Gratitude Interview Spouses only allowable at final interview Programmatic events e.g. graduation, student program activities etc. * Collaborator Visits Donor Recognition/ Cultivation Employee Work Meetings * Resident/ Faculty/ Staff working Retreats * Team Building as part of the team building activity i.e. meal at bowling venue. (A separate meal from the activity would be considered morale). Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) 4. The correct Expense/ meal type has been chosen. 5. Justification added if expense is exceptional. 6. Other supporting documents attached i.e. agenda. 7. Attach all receipts. 8. Include spread sheet of all costs. If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating the per person costs. Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ *Light Refreshments Up to $19 $19.01 to $38.00 Non-food & beverage costs for any meal Allowable Attendees Non-UCSF Business Guest & their personal guest UCSF Employees UCSF Employee s Personal Guest (if the business guests bring a personal guest). * See Reverse Up to $100 $ Business Event/ Requester or Delegate Roles Questions? Call (Dept c or SOM Dean s Office

6 Fund Sources: Federal & State Government fund sources do not allow for reimbursement of alcohol and the summary should show allowabilty to use it for the event/ expenses being reimbursed/ paid for. For gift funds (All are restricted) please confirm that the intent or attach the summary of the fund showing allowabilty to use it for the event/ expenses being reimbursed/ paid for. Account field either for business expenses not including alcohol or for business expenses that do include alcohol. (Account code is also be used for all morale related expenses). Choose the function code based on the mission the transaction or activity is related to, using the table below Description Non-Clinical Instruction Clinical Instruction 43 Academic Support 44 Organized & Sponsored Research 45 Faculty (Research) Support 46 Clinical Operations (Patient Care) Valid Use Instruction, Teaching and Training CME Resident/fellow activities Student activities Graduation expenses Lecturer dinners Administrative Support Department staff appreciation events Department holiday events Extramural research contracts and grants activities Department Research Support Research faculty business meals & entertainment and travel expenses Lab meeting expenses Lab team building events Clinical Activities Clinical faculty business meals & entertainment & travel expenses Clinical staff meeting expenses Clinical staff appreciation events *Allowable attendees: While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For graduations, personal guests only allowed for graduating residents and host. Payment Methods To Use: Purchasing Method 1.America To Go (Best Practice) 1.Amount Based PO 2.P-card 3.Personal Credit Card (Discouraged) 1.Facility Rental Form (For deposit payments also) 1.Meeting & Entertainment Payment Request Form 2.Amount Based PO if paying a deposit 3.P-card 4.Personal Credit Card (Discouraged) Scenario All On-Campus Events On-Campus Event With No Viable ATG Option i.e. No Vendor Available For Time Of Delivery Due to small event size a and ATG Vendor s Dollar Minimum on order etc. Grocery Store Purchase For On Campus Event An event requiring highly specialized catering. Off Campus Event Venue Fee (can include F&B from same vendor) Off Campus Event Under $5, No Venue Fee Just F&B/ Catering Business Event/ Requester or Delegate Roles 1.Amount Based PO (When vendor requires a contract) 2.M&E PR Form (When vendor doesn t require a contract) 1.Amount Based PO (When vendor requires a contract) 2. M&E PR Form (When vendor doesn t require a contract) Off Campus Event in excess of $5, for F&B no venue fee On or off Campus, non-f&b entertainment vendors e.g. a DJ, for full or deposit payments < > $5,000.00

7 Hosting A Morale Related Meal or Event Host Role/ UCOP Policy BUS-79 ALL morale related expenses are exceptional requiring final approval from The SOM Dean s Office no matter the cost. Let your administrator know ASAP that you are planning to entertain. Your administrator will be able to tell you all the rules for morale meeting & entertainment expenses, let you know the best way to fund the event and may even be able to help you plan the event. 1. Be sure to ask for itemized receipt for food & beverages. Just the credit card receipt is not sufficient. 2. Keep all other itemized receipts for nonfood & beverage items. 3. Keep a list of all attendees noting their affiliation to UCSF i.e. Employee, Business guest or spouse. 4. Clearly describe the meal purpose with as few acronyms as possible. 5. If you exceed the per person limit the justification must answer the question Why was it necessary or unavoidable to exceed the per person limit. 6. If claiming for travel expenses to the venue keep those receipts also. 7. Attach other supporting documents like an invitation or flyer to the event, comparison quotes etc. 8. Recommended rates for San Francisco is twice the tax and round up or 20% pre-tax Allowable Reasons For A Morale Related Meal or Event Allowable Attendees Faculty/ Staff/ Resident Annual Picnic. For retreats see Business sheets Non-UCSF Business Guest Welcome New Employee & their personal guest UCSF Employees Employee (Single Member) Recognition UCSF Employee s Annual Holiday Event Personal Guest (if the Farewell/ Retirement Event (5+ years) * business guests bring a personal guest). Dept. Achievement Celebration * Employee (Group) Appreciation * * See Reverse Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ *Light Refreshments Up to $19 $19.01 to $38.00 Morale Event/ Host Role Non-food & beverage costs for any meal Up to $100 $ If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating the per person costs.

8 Morale or Business - Definition Morale events are primarily social and/ or recreational in support of the Universities mission. Business/ Programmatic events are in connection with meetings of employees and non-ucsf business associates to conduct official University business. Insurance For university-sponsored and organized events such as the fellowship graduation/ summer retreats etc., UC s general liability self-insurance program can provide coverage. The Certificate of Self-Insurance can be accessed at by clicking on the link for UC Certificate of Insurance and then clicking on the COI link on the page to which you will be directed. Dept. Achievement Celebrations & Employee (Group) Appreciation *Allowable attendees: While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For farewell and retirement events, only the departing employee, retiree and host are allowed to bring personal guests. Justification Tips: Why was it necessary or unavoidable to exceed the per person limit? Why was the particular restaurant chosen? Was it difficult to locate a venue for such a large guest list? Could the meal only take place at lunch but you wanted a dinner style meal? Was the venue in a highly business or touristic centric area? Morale Event/ Host Role Funding sources: Federal & State Government fund sources do not allow for reimbursement of alcohol and the summary should show allowabilty to use it for the event/ expenses. Gift Funds please confirm that the intent of the fund allows for Meeting And Entertainment expenses relating the purpose of your event.

9 Hosting A Morale Related Meal or Event Approver Role/ UCOP Policy BUS-79 ALL morale event related event expenses are exceptional, no matter the cost or expense type, requiring final approval from The SOM Dean s Office. If the purpose of this event is not listed below or actually seems more like a Business event (see over), return the report to the requester to designate as a business event adding or changing the description. In Addition To Sending the expense to The Dean s Office for Exceptional Approval, & checking the box This is an exceptional expense, Justifications are also Required If: 1. The food & beverage cost exceeds the non-exceptional per person maximum 2. Even if allowable, the expense looks extravagant under the circumstances e.g. $100+ bottle of wine, caviar, alcohol with little to no food etc. Allowable Reasons For A Morale Related Meal or Event Allowable Attendees Faculty/ Staff/ Resident Annual Picnic. For retreats see Business sheets Non-UCSF Business Guest Welcome New Employee & their personal guest UCSF Employees Employee (Single Member) Recognition UCSF Employee s Annual Holiday Event Personal Guest (if the Farewell/ Retirement Event (5+ years) * business guests bring a personal guest). Dept. Achievement Celebration * Employee (Group) Appreciation * * See Reverse What should be attached? 1. Justification if over the per person limit. 2. Guest list with their affiliations. 3. Itemized receipt or invoice plus spreadsheet of all event s costs. 4. Event purpose with flyer agenda etc. Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) 5. Missing receipt form if no receipt or receipt not itemized. 6. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ Morale/ Approver Role *Light Refreshments Up to $19 $19.01 to $38.00 Non-food & beverage Up to $100 $ costs for any meal If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating the per person costs.

10 Morale or Business Definition Morale events are primarily social and/ or recreational in support of the Universities mission. Business/ Programmatic events are in connection with meetings of employees and non-ucsf business associates to conduct official University business. Dept. Achievement Celebrations & Employee (Group) Appreciation *Allowable attendees: While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For farewell and retirement events, only the departing employee, retiree and host are allowed to bring personal guests. Receptions: If a reception before a meal includes beverages and or hors d oeuvres, the combined charges for the reception and the main meal should be treated as a single event for the purpose of calculating the per person cost. Gratuities: Recommended rates for San Francisco is twice the tax and round up or 20% pretax. Justification Tips: Why was it necessary or unavoidable to exceed the per person limit? Why was the particular restaurant chosen? Was it important to show appreciation maybe minimal honorarium paid? Important to solidify a collaboration relationship? Close to guest lodging or dept. offices? Wanted to show seriousness of offer to a candidate? Morale/ Approver Role Funding Sources: Federal & State Government fund sources do not allow for reimbursement of alcohol and the summary should show allowabilty to use it for the event/ expenses. Gift Funds please confirm the intent of the fund allows for Meeting And Entertainment expenses relating the purpose of your event.

11 Submitting Morale Related Meal or Event Expenses Requester or Delegate Role/ UCOP Policy BUS If an event is exceptional, add Simon Schuster as adhoc approver 1 and Denise Lau as adhoc approver Guest list with affiliation to UCSF attached. 3. Account field as event is for morale. P-Card exceptional expenses 1. Complete p-card exceptional expense form 2. Attach/ note the fund source 3. packet to SOM Dean s Office 1. No-form to fill 2. Attach/ note the fund source 3. packet to SOM Dean s Office. Points To Remember For All Reimbursements Methods: 1. Wording throughout report should describe morale purpose not business with few acronyms. 2. For missing receipts or food & beverage receipts not itemized, attach a missing receipt form. 3. Chartstring should be suitable for the event Allowable Reasons For A Morale Related Meal or Event Faculty/ Staff/ Resident Annual Picnic. For retreats see Business sheets Welcome New Employee Employee (Single Member) Recognition Annual Holiday Event Farewell/ Retirement Event (5+ years) * Dept. Achievement Celebration * Employee (Group) Appreciation * Meal Type (Decided by time of day the food is served and/ or food type*) Non-Exceptional Per Person Maximum (Calculation includes : Food & Beverages, Tip, Tax, Labor, Delivery & Service Charges) 1. Guest names & affiliations should be typed into the report if less than 25 but can be attached (pdf) if more than Attach the invitation can be used in place of a guest list if over 25 and open e.g. invite sent to entire dept./ group. 3. Expense type should be meal type - Entertainment / Mtg 4. Check box This is an exceptional expense. Comment req d. Re-Charge exceptional expenses 4. The correct Expense/ meal type has been chosen. 5. Justification added if expense is exceptional. 6. Other supporting documents attached i.e. agenda. 7. Attach all receipts. 8. Include spread sheet of all costs. Allowable Attendees Non-UCSF Business Guest & their personal guest UCSF Employees UCSF Employee s Personal Guest (if the business guests bring a personal guest). * See Reverse Exceptional Per Person Range Requires Dean s Office Exceptional Approval Exceeding the Exceptional per person maximum requires The Chancellor s personal approval Breakfast Up to $27 $27.01 to $54.00 Lunch Up to $47 $47.01 to $94 Dinner Up to $81 $81.01 to $ *Light Refreshments Up to $19 $19.01 to $38.00 Non-food & beverage costs for any meal Up to $100 $ If a reception before a meal includes beverages and hors d oeuvres, the combined charges for the reception and the meal should be treated asa single event for purposes of calculating the per person costs. Morale/ Requester or Delegate Roles

12 Morale or Business - Definition Morale events are primarily social and/ or recreational in support of the Universities mission. Business/ Programmatic events are in connection with meetings of employees and non- UCSF business associates to conduct official University business. *Dept. Achievement Celebrations & Employee (Group) Appreciation While allowable attendees are as listed, for the 3 event types asterisked, UCSF personal guests attending these events would be VERY unusual. For farewell and retirement events, only the departing employee, retiree and host are allowed to bring personal guests. Funding Sources: Federal & State Government fund sources do not allow for reimbursement of alcohol. Fed/ Gov fund and Gift funds summary should be attached showing allowabilty of use, for expenses being reimbursed. Choose your function code based on the mission the transaction or activity is related to, using the table below. What should be attached? 1. Justification if over the per person limit. 2. Guest list with affiliations. 3. Itemized receipt or invoice plus spreadsheet of all event s costs. 4. Event purpose with flyer agenda etc. Payment Methods To Use: Purchasing Method 1.America To Go (Best Practice) 1.Amount Based PO 2.P-card 3.Personal Credit Card (Discouraged) 1.Facility Rental Form (For deposit payments also) 1.Meeting & Entertainment Payment Request Form 2.Amount Based PO if paying a deposit 3.P-card 4.Personal Credit Card (Discouraged) 5. Missing receipt form if no receipt or receipt not itemized. 6. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense Scenario All On-Campus Events On-Campus Event With No Viable ATG Option i.e. No Vendor Available For Time Of Delivery Due to small event size a and ATG Vendor s Dollar Minimum on order etc. Grocery Store Purchase For On Campus Event An event requiring highly specialized catering. Off Campus Event Venue Fee (can include F&B from same vendor) Off Campus Event Under $5, No Venue Fee Just F&B/ Catering Morale/ Requester or Delegate Roles 1.Amount Based PO (When vendor requires a contract) 2.M&E PR Form (When vendor doesn t require a contract) 1.Amount Based PO (When vendor requires a contract) 2. M&E PR Form (When vendor doesn t require a contract) Off Campus Event in excess of $5, for F&B no venue fee On or off Campus, non-f&b entertainment vendors e.g. a DJ, for full or deposit payments < > $5,000.00

13 Presenting Employee Non-Cash Awards and Other Gifts Gift Presenter Role/ UCOP Policy G-41 Let your administrator know ASAP that you want to give a UCSF employee or student an award/ gift. They will be able to tell you the rules and dollar limits. Note: If the per person dollar limit is exceeded, there are tax consequences to the recipient and The per-person limits do not include incidental costs such as costs for engraving, packaging, insurance, sales tax, mailing, and the cost of gift wrapping that does not add substantial value to the gift. Purpose For award or Gift Employee Recognition (including Spot Awards) Gifts provided to employees in connection with birthdays, weddings, holidays, anniversaries, farewells, graduations and other occasions of a personal nature are unallowable. Gifts Presented to Non-Employees on Behalf of the University/ UCOP Policy G-42 Purpose Type of Gift Per Calendar Year Promotional Items Mug, pen with UCSF logo Up to $75 pp Appreciation, Recognition, or Incentive Sympathy Per-Person Limit $75 x 3 per year Length of Service (5+ years) $400 x 1 per 4 years Retirement $400 x 1 Sympathy & Birth Recognition Gift $75 Tangible Personal Property Sympathy Gift Cash $200 Contributions Prizes and Other Gifts $75 Limits are per calendar year. Items of more than minimal value. (e.g., a plaque, watch, logo item, book, nonnegotiable gift certificate, tickets to a sporting, theatrical, or musical event, or a meal provided to an individual) Flowers, may be given in the event of the death or major illness of an individual associated with the University or a member of the individual's family or household. Gift Cards MUST be non-negotiable and >= $10 No Visa, MasterCard or similar gift cards. (See reverse). Flowers, may be given in the event of the death or major illness of an employee or employee s family or household. A gift may also be given to recognize a birth. Up to $600 per person Up to $200 per person Employee & Non-Employee Gift/ Gift Presenter Role

14 Examples of individuals and organizations that may be presented with a gift on behalf of the University include, but are not limited to, the following: Recipient A visiting dignitary or scholar An elected or appointed official A donor or potential donor A volunteer, including a University retiree A student A student or volunteer A civic or cultural organization or a member of the local community A client Purpose What Payment Methods To Use: Purchasing Method 1. BearBuy 2. P-card 3. Personal Credit Card (Discouraged) To express appreciation (e.g. a distinguished lecturer) To express appreciation or to promote goodwill To acknowledge a contribution, to recognize service, to promote the University's programs, or to promote goodwill To acknowledge the contribution of time or other resources or for participation a University sponsored activity To recognize a meritorious academic achievement For participation in a research study, completion of a survey or questionnaire, or for participation in another University-sponsored event To promote goodwill To promote good customer relations Gift certificates under $10.00 should not be purchased because under California law, gift cards or certificates with a face value of less than $10.00 must be redeemable in cash (Section of the Civil Code). No Visa, MasterCard or similar negotiable gift cards. Non-negotiable gift cards only. Employee & Non-Employee Gift/ Gift Presenter Role

15 Approving Employee Non-Cash Awards and Other Gifts Approver Role/ UCOP Policy G-41 Expenses for all gifts, whether to employees or non-employees are exceptional, requiring the SOM Dean s Office final approval. Note: If the per person dollar limit is exceeded, there are tax consequences to the recipient and The per-person limits do not include incidental costs such as costs for engraving, packaging, insurance, sales tax, mailing, and the cost of gift wrapping that does not add substantial value to the gift. Purpose For award or Gift Employee Recognition (including Spot Awards) Per-Person Limit $75 x 3 per year Length of Service (5+ years) $400 x 1 per 4 years Retirement $400 x 1 Sympathy Gift Tangible Personal $75 Property Sympathy Gift Cash $200 Contributions Prizes and Other Gifts $75 Limits are per calendar year. Gift Cards MUST be non-negotiable and >= $10 No Visa, MasterCard or similar gift cards. (See reverse). Flowers, may be given in the event of the death or major illness of an employee or employee s family or household. A gift may also be given to recognize a birth. Gifts provided to employees in connection with birthdays, weddings, holidays, anniversaries, farewells, graduations and other occasions of a personal nature are unallowable. Purpose Type of Gift Per Calendar Year Promotional Items Mug, pen with UCSF logo Up to $75 pp Appreciation, Recognition, or Incentive Gifts Presented to Non-Employees on Behalf of the University/ UCOP Policy G-42 Items of more than minimal value. (e.g., a plaque, watch, logo item, book, nonnegotiable gift certificate, tickets to a sporting, theatrical, or musical event, or a meal provided to an individual) Up to $600 per person Sympathy Flowers, may be given in the event of the Up to $200 per death or major illness of an individual person associated with the University or a member of the individual's family or household. Employee & Non-Employee Gifts/ Approver Role

16 Examples of individuals and organizations that may be presented with a gift on behalf of the University include, but are not limited to, the following: Recipient A visiting dignitary or scholar An elected or appointed official A donor or potential donor A volunteer, including a University retiree A student A student or volunteer A civic or cultural organization or a member of the local community A client Purpose What should be attached? 1. Purpose for giving the gift 2. Recipient list with affiliations. 3. Itemized receipt or invoice. 4. Event flyer agenda etc. that the gift giving may be associated with. to express appreciation (e.g. a distinguished lecturer) to express appreciation or to promote goodwill to acknowledge a contribution, to recognize service, to promote the University's programs, or to promote goodwill to acknowledge the contribution of time or other resources or for participation a University sponsored activity to recognize a meritorious academic achievement for participation in a research study, completion of a survey or questionnaire, or for participation in another University-sponsored event to promote goodwill to promote good customer relations 5. Missing receipt form if no receipt or receipt not itemized. 6. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense Gift certificates under $10.00 should not be purchased because under California law, gift cards or certificates with a face value of less than $10.00 must be redeemable in cash (Section of the Civil Code). No Visa, MasterCard or similar negotiable gift cards. Non-negotiable gift cards only. Employee & Non-Employee Gifts/ Approver Role

17 Submitting Employee & Non-Employee Non-Cash Awards and Other Gifts Expenses Requester/ Delegate Role/ UCOP Policy G-41 & G As the expense is exceptional, add Simon Schuster as adhoc approver 1 and Denise Lau as adhoc approver 2 2. Recipient info attached 3. Account field in chartstring filled Expense type should be Prizes/ Recognition Awards/ Gift Cards P-Card 1. Complete p-card exceptional expense form. 2. Attach the fund source 3. packet to SOM Dean s Office. Points To Remember For All Reimbursements Methods: 1. Describe reason for award/ Gift 4. Include recipient name and affiliation. 2. Check Chartstring is suitable for expense (see over) 5. Attach receipts/ invoices or missing receipt form. 3. Gift purpose clearly described with few acronyms 6. Include spread sheet of all costs if part of an event. If the dollar per person limit is exceeded there are tax consequences to the recipient. Purpose for Award or Gift To Employees Only Type of Gift Per Calendar Year Purpose for Award or Gift To Non-Employees Promotional Items Mug, pen with UCSF logo Up to $75 pp Appreciation, Recognition, or Incentive Sympathy Per-Person Limit Employee Recognition (including Spot $75 x 3 per year Awards) Length of Service (5+ years) $400 x 1 per 4 years Retirement $400 x 1 Sympathy & Birth Recognition Gift $75 Tangible Personal Property Sympathy Gift Cash Contributions $200 Prizes and Other Gifts $75 Limits are per calendar year. Items of more than minimal value. (e.g., a plaque, watch, logo item, book, non-negotiable gift certificate, tickets to a sporting, theatrical, or musical event, or a meal provided to an individual) Flowers, may be given in the event of the death or major illness of an individual associated with the University or a member of the individual's family or household. Gift Cards MUST be non-negotiable and >= $10 No Visa, MasterCard or similar gift cards. (See reverse). Flowers, may be given in the event of the death or major illness of an employee or employee s family or household. A gift may also be given to recognize a birth. Up to $600 per person Up to $200 per person Employee & Non-Employee Gifts Requester/ Delegate Roles

18 Examples of individuals and organizations that may be presented with a gift on behalf of the University include, but are not limited to, the following: Recipient A visiting dignitary or scholar An elected or appointed official A donor or potential donor A volunteer, including a University retiree A student A student or volunteer A civic or cultural organization or a member of the local community A client Purpose What should be attached? 1. Purpose for giving the gift 2. Recipient list with affiliations. 3. Itemized receipt or invoice. 4. Event flyer agenda etc. that the gift giving may be associated with to express appreciation (e.g. a distinguished lecturer) to express appreciation or to promote goodwill to acknowledge a contribution, to recognize service, to promote the University's programs, or to promote goodwill to acknowledge the contribution of time or other resources or for participation a University sponsored activity to recognize a meritorious academic achievement for participation in a research study, completion of a survey or questionnaire, or for participation in another University-sponsored event to promote goodwill to promote good customer relations 5. Missing receipt form if no receipt or receipt not itemized. 6. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense Gift certificates under $10.00 should not be purchased because under California law, gift cards or certificates with a face value of less than $10.00 must be redeemable in cash (Section of the Civil Code). No Visa, MasterCard or similar negotiable gift cards. Non-negotiable gift cards only. Employee & Non-Employee Gifts Requester/ Delegate Roles

19 Travel Regulations Traveler Role/ UCOP Policy G-28 Let your administrator know ASAP that you are planning to travel. They will be able to tell you all the rules for traveling both nationally and internationally, and may even be able to help you plan and book your travel. For all rules relating to travel, please see UCOP travel policy G-28. Expense reports should be submitted and approved no later than 45 days after the completion of a trip or event. Later, and payment/ reimbursements may be reported to the IRS as taxable income. Funded Travel by Host New policy allows for temporary University funding of travel expenses that will be paid by a third party. Traveler must return any third party reimbursements to the University, Reimbursement should not be submitted for expenses already paid to the traveler by the third party. NOTE: ALL Expenses paid from UCSF Funds must conform to UCOP & UCSF Policies. In some situations a request to pay an expense may trigger the need for a justification e.g. Non-economy seating request. If unallowable under UCOP/UCSF policies the request could be denied even if the host approves and will ultimately reimburse the university. In addition, travelers will not be reimbursed for non-cash certificates used for the purchase of transportation tickets, e.g. frequent flyer miles. Meals & Incidental and Lodging Expense Rates For Travel Within USA The daily cap for M&IE is $62 (unallowable to exceed). The cap should not be treated as a per diem. New cap of $275 nightly room rate excluding taxes. For higher rates, the traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparison should be performed at the time of booking. If this requirement is met, Dean s Office approval is NOT required. The Dean s Office exceptional approval is required when the room rate is in excess of $275 per night Within the USA and : The comparison room rate dates are not the same as the actual dates stayed, Price comparison room does not match the room type stayed in, No justification or other non-financial reason for exceeding $275 per night, Paying for another traveler s hotel stay, Personal guest(s) accompanying the traveler. Travel Regulations/ Traveler Role Meals & Incidental and Lodging Expense Rates For International Travel The daily cap for M&IE is set by GSA location rates. The cap can be treated as a per diem. Hotel rates are actual up to 300% of the GSA location rate. Above 300% and The Dean s Office exceptional approval is required.

20 Travel Regulations - Continued Traveler Role/ UCOP Policy G-28 Conference Dates Overnight stay is only allowed when traveling 40 miles away form either the usual place of work or home whichever is nearer to the destination. 1 day prior and after a conference is allowed though extra days require justification and exceptional approval. Travel & Car Rental Insurance All University travelers, including employees, medical residents, students, and fellows, are covered worldwide, 24 hours a day, for a wide variety of accidents and incidents while on official travel status. For more detailed information please visit UCOP Travel Risk Services - Travel-Risk-Services Rental Car Use of a rental car must be determined cost effective by the University. If a rental car cost is not determined cost effective, a request for reimbursement may not be granted or may be restricted e.g. to an amount equal to the cost of a round trip taxi from the airport. Final Interview Travel Expenses Actual travel expenses may be reimbursed for spouses/ families who accompany candidates for faculty or high-level administrative positions on final interviews only. These expenses are exceptional and require exceptional approval from the SOM Dean s Office and may not be charged to state funds. Peer to Peer Vendors i.e. Uber, Lift, Airbnb etc. While not recommended, use is allowed under usual UCOP rules and daily limits. Economy Plus and Other Ancillary Charges Exceptional approval no longer needed for reimbursement of extra charges such as: Carry-on baggage fees, Early check-in or priority boarding, Higher cost economy Plus or extra Comfort, etc. Business Class Exceptional approval from the Dean Office is required when booking business class seating and can only be purchased: to reasonably accommodate a disability. When the traveler is 6 3 or above. Non-coach seating is the only service offered between two points. The use of coach class would be more expensive or time consuming, First Class may only be purchased when it is the only additional class offered above economy. Travel Regulations/ Traveler Role Documentation for purchasing Business and First Class seating must be included with the travel expense claim and sent to the Dean s Office for final approval.

21 Approving Travel Expenses Approver Role/ UCOP Policy G-28 Funded Travel by Host New policy allows for temporary University funding of travel expenses that will be paid by a third party. Traveler must return any third party reimbursements to the University, Reimbursement should not be submitted for expenses already paid to the traveler by the third party. NOTE: ALL Expenses paid from UCSF Funds must conform to UCOP & UCSF Policies. In some situations a request to pay an expense may trigger the need for a justification e.g. Non-economy seating request. If unallowable under UCOP/UCSF policies the request could be denied even if the host approves and will ultimately reimburse the university. In addition, travelers will not be reimbursed for non-cash certificates used for the purchase of transportation tickets, e.g. frequent flyer miles. Economy Plus and Other Ancillary Charges Exceptional approval no longer needed for reimbursement of extra charges such as: Carry-on baggage fees, Early check-in or priority boarding, Higher cost economy Plus or extra Comfort, etc. Business Class Exceptional approval from the Dean Office is required when booking business class seating and can only be purchased: to reasonably accommodate a disability. When the traveler is 6 3 or above. Non-coach seating is the only service offered between two points. The use of coach class would be more expensive or time consuming, First Class may only be purchased when it is the only additional class offered above economy. What should be attached? 1. Justification, medical note, supporting documents if seating is anything but coach. 2. Itemized receipt for both airfare and lodging. 3. Receipts for all expenses over $75 and itemized if for food/ beverages. 4. Missing receipt form if no receipt or receipt not itemized for meals. 5. Screen shot or other supporting document if claiming equivalent costs. 6. Travel purpose, invitation, itinerary or other conference / meeting info. 7. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense. Travel Regulations / Approver Role

22 Approving Travel Expenses Approver Role/ UCOP Policy G-28 Meals & Incidental and Lodging Expense Rates For Travel Within USA The daily cap for M&IE is $62 (unallowable to exceed). The cap should not be treated as a per diem. New cap of $275 nightly room rate excluding taxes. For higher rates, the traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparison MUST be performed at the time of booking. If this requirement is met, Dean s Office approval is NOT required. The Dean s Office exceptional approval is required when the room rate is in excess of $275 per night Within the USA and : The comparison room rate dates are not the same as the actual dates stayed, Price comparison room does not match the room type stayed in, No justification or other non-financial reason for exceeding $275 per night, Paying for another traveler s hotel stay, Personal guest(s) accompanying the traveler. Meals & Incidental and Lodging Expense Rates For International Travel The daily cap for M&IE is set by GSA location rates. The cap can be treated as a per diem. Hotel rates are actual up to 300% of the GSA location rate. Above 300% and The Dean s Office exceptional approval is required. Expense reports should be submitted and approved no later than 45 days after the completion of a trip or event. Later, and payment/ reimbursements may be reported to the IRS as taxable income. Area Left Intentionally Blank Travel Regulations / Approver Role

23 Funded Travel by Host Submitting Travel Expenses Requester or Delegate Role/ UCOP Policy G-28 New policy allows for temporary University funding of travel expenses that will be paid by a third party. Traveler must return any third party reimbursements to the University, Reimbursement should not be submitted for expenses already paid to the traveler by the third party. NOTE: ALL Expenses paid from UCSF Funds must conform to UCOP & UCSF Policies. In some situations a request to pay an expense may trigger the need for a justification e.g. Non-economy seating request. If unallowable under UCOP/UCSF policies the request could be denied even if the host approves and will ultimately reimburse the university. In addition, travelers will not be reimbursed for non-cash certificates used for the purchase of transportation tickets, e.g. frequent flyer miles. 1. Expense type should be Travel Domestic/ Foreign 2. For exceptional approval add as user added approver AFTER the default approver. What should be attached? 1. Justification or medical note if seating is anything but coach. 2. Itemized receipt for both airfare and lodging. 3. Receipts for all expenses over $75 and itemized if for food/ beverages. 4. Missing receipt form if no receipt or receipt not itemized for meals. 1. For airplane, Car Rental or Hotel Booking only. 2. all dept. signed documents to The SOM Dean s Office and file response in your dept s. SAS 115 file. 5. Screen shot or other supporting document if claiming equivalent costs. 6. Travel purpose, invitation, itinerary or other conference / meeting info. 7. Summary of restricted fund source (4***, 7*** and 18**) to show allowabilty of expense. Economy Plus and Other Ancillary Charges Exceptional approval no longer needed for reimbursement of extra charges such as: Carry-on baggage fees, Early check-in or priority boarding, Higher cost economy Plus or extra Comfort, etc. Business Class Exceptional approval from the Dean Office is required when booking business class seating and can only be purchased: to reasonably accommodate a disability. When the traveler is 6 3 or above. Non-coach seating is the only service offered between two points. The use of coach class would be more expensive or time consuming, First Class may only be purchased when it is the only additional class offered above economy. Documentation for purchasing Business and First Class seating must be included with the travel expense claim and sent to the Dean s Office for final approval. Travel Regulations Requester/ Delegate Roles

24 Conference Dates Submitting Travel Expenses - Continued Requester or Delegate Role/ UCOP Policy G-28 Overnight stay is only allowed when traveling 40 miles away form either the usual place of work or home whichever is nearer to the destination. 1 day prior and after a conference is allowed. Additional days require a justification and SOM Dean s Office exceptional approval. Rental Car Use of a rental car must be determined cost effective by the University. If a rental car cost is not determined cost effective, a request for reimbursement may not be granted or may be restricted e.g. to an amount equal to the cost of a round trip taxi from the airport. Final Interview Travel Expenses Actual travel expenses may be reimbursed for spouses/ families who accompany candidates for faculty or high-level administrative positions on final interviews only. These expenses are exceptional and require exceptional approval from the SOM Dean s Office and may not be charged to state funds. Expense reports should be submitted and approved no later than 45 days after the completion of a trip or event. Later, and payment/ reimbursements may be reported to the IRS as taxable income. Meals & Incidental and Lodging Expense Rates For Travel Within USA The daily cap for M&IE is $62 (unallowable to exceed). The cap should not be treated as a per diem. New cap of $275 nightly room rate excluding taxes. For higher rates, the traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher rate. The price comparison MUST be performed at the time of booking. If this requirement is met, The SOM Dean s Office approval is NOT required. The Dean s Office exceptional approval is required when the room rate is in excess of $275 per night Within the USA and : The comparison room rate dates are not the same as the actual dates stayed, Price comparison room does not match the room type stayed in, No justification or other non-financial reason for exceeding $275 per night, Paying for another traveler s hotel stay, Personal guest(s) accompanying the traveler. Travel Regulations Requester/ Delegate Roles Meals & Incidental and Lodging Expense Rates For International Travel The daily cap for M&IE is set by GSA location rates. The cap can be treated as a per diem. Hotel rates are actual up to 300% of the GSA location rate. Above 300% and The Dean s Office exceptional approval is required.