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Entertainment, Business & Other Occasion Forms and Information

Prior Approval

• Prior Approval Checklist - when is prior approval necessary?
• Prior and Exceptional Approval Worksheet
• Blanket Prior Approval Request - for reoccurring events

Entertainment and Business Reimbursements

• UC Policy on Expenditures for Entertainment, Business Meetings, and Other Occasions
  • List of Caterers Approved to Work at UC Santa Barbara Events (2/17/12) - caterers must be on this list to receive reimbursement for their services
• Campus Catering (UCen Catering, Special Event Catering and the Faculty Club) retains exclusive responsibility for providing all catering, food distribution and sales on the Santa Barbara campus and the local area. (For the complete campus policy, please see the Food Services Policy)
• ECE Business Entertainment Reimbursement Request
• Payment Request - Business & Entertainment Form 5 - reimbursement of all expenditures for business meetings, entertainment, and other occasions

Receipts

Receipts are required for all reimbursements.

• Declaration of Missing Evidence - for reimbursements without receipts
• Missing Itemized Entertainment Receipt Form - for receipts without an itemized breakdown
• ECE Reimbursement Receipt Form - for receipts that do not have clear indication of reimbursee

Membership Reimbursement Forms

• ECE Reimbursement Request Worksheet
• Membership Policy - Business & Finance Bulletin G43
• Payment Request - Membership Form 5

Other Reimbursements Forms (except Travel, Entertainment, Membership)

• ECE Reimbursement Request Worksheet
• Payment Request - Miscellaneous Form 5
• Miscellaneous Form 5 - example of processed form

Additional forms and information can be found on the UCSB Accounting Services and Controls website under Accounts Payable

Purchase Orders

ECE Budget Office (HFH 4121) provides purchase order support to faculty, staff, and graduate students for purchasing items with a purchase order. To obtain a purchase order, fill out either of the forms below and bring the form to the purchasing assistant.

• Low Value Purchase Orders: for supplies, materials, services and repairs totaling less than $2,500 including tax and shipping
• High Value Purchase Orders: for supplies, materials, services and repairs totaling more than $2,500 including tax and shipping.