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Entertainment Reimbursements

Please submit your Top-Level EEC Pre-Approval or Entertainment Reimbursement (ERF) forms and original itemized receipts to your Divisional Resources accountant.

Entertainment “Top-Level” EEC Pre-Approval: The Dean is required to approve in advance in cases where:

  1. Alcoholic beverages will be served or consumed (including donated):
    • Campus Police must be notified at police@ucsc.edu when there are 150 or more invited participants for any events held on campus where alcohol will be served.
    • The following restrictions apply:
      1. Events that are designed to serve undergraduate purposes may not include
        alcohol served, consumed, or donated.
      2. Individuals are prohibited from bringing their own alcoholic beverages to
        Open Events.
      3. State funds may not be used to purchase alcoholic beverages. Federal funds, such as from sponsored awards, may not be used to purchase alcoholic beverages unless the award explicitly allows such a purchase.
      4. Events with ticket or admission fees may not include free alcoholic beverages.
    • PBSci Divisional Alcohol Policy:
      1. Purchase of alcohol for graduate student recruitment events are subject to approval on a case-by-case basis; if approved, gift funds are to be used. Please contact the Divisional Accounting Office in advance of your graduate student recruitment event where you plan to serve alcohol.
      2. The reimbursement limit for alcohol per person has been capped at $20/person, plus tax and gratuity.
      3. When alcohol is not requested for reimbursement, the costs omitted must include tax and gratuity pertaining to the alcohol.
      4. Corkage is considered alcohol and requires the Dean’s approval.
  2. Meals will be provided to a spouse, domestic partner, or family member of host/guest.
  3. The per-person campus meal limit will be exceeded.
  4. An employee morale-building activity is planned, including retirement and recognition receptions.
  5. Cash contributions are included in the cost of an event.
  6. Tickets will be provided to prospective donors, employees, or student appointees in connection with an entertainment event.

An Entertainment Reporting Form (ERF) must be completed for the following entertainment events/situations:

  • All reimbursements for meals or light refreshments.
  • All campus dining services (other than Campus Catering).

Event Meal Expense Tracker must be used for multiple Cruzbuy expenses tied to a single meal.

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