A Note to Those Who Will Be Reviewing Entertainment for Exceptional Approval

For several years I had the responsibility of reviewing entertainment reimbursement requests that were sent to the  SVCAA’s office for exceptional approval.  I would like to share with you some procedures for reviewing entertainment as well as a reference sheet that I developed in anticipation of  the delegation of authority for exceptional entertainment to the divisions, colleges, public programs, and supporting units.

PROCEDURES

As you review the entertainment requests that are sent to your office, ask yourself the following questions.  If the answer to any of these questions is “yes,” proceed to the secondary bullets for follow-up action.

• Was the meal allowance exceeded? 
  • Requires exceptional approval
  • Confirm that 199xxA funds were not used for any portion of the meal that exceeded the maximum meal allowance
• Were spouses included?
  • Requires exceptional approval
  • Requires a Special and Social Events checklist  (provided by department submitting the request)
  • Confirm that 199xxA funds were not used for the spouse's portion of the entertainment expense
• Was event held “on campus” and was alcohol served?
  • Does not require exceptional approval
  • Confirm that 199xxA funds were not used to pay for any portion of the alcohol expense
  • Event may require completion of the Use of Alcoholic and/or Malt Beverages form, per PPM 510-1, Section XIII.
• Did event take place “off campus” and was alcohol served?
  • Does not require exceptional approval
  • Confirm that 199xxA funds were not used to pay for any portion of the alcohol expense
• Was the box, “Other Events and Expenditures,” checked on the entertainment form?
  • Requires exceptional approval
  • Confirm that 199xxA funds were not used for any portion of the entertainment expense

REFERENCE SHEET

The reference sheet attempts to condense entertainment policy to one page.  Please understand that this is not meant to be a substitute for the entertainment policy on BLINK, but rather it should be used as a quick reference guide.  It is organized into 6 parts as follows:

1. Meal Maximums
2. Standard Entertainment  
3. Entertainment Requiring Higher Level Approval (Matrix)
4. Exceptions to Policy (Not to be Confused with Exceptional Entertainment)
5. Events NOT ELIGIBLE for Reimbursement