Entertainment
Entertainment is defined as occasions when the judicious extension of hospitality, such as the provision of meals or light refreshments directly related to the active conduct of official University business, is in the best interest of the University.
Summary of Policy
- Allowable expenses and activities:
- Administrative meeting directly concerned with the welfare of the University.
- Prospective appointee to a professional, administrative, or technical position.
- Official guest rendering service to the University.
- Faculty/Staff/Student meeting.
- University acts as the host or sponsor of a professional meeting or Cooperative Extension workshop.
- Entertainment expenses may be paid using a UCD Travel Card.
- Morale-building events such as retirement and recognition receptions, etc.
Maximum Entertainment Reimbursement Rates
The following per-attendee amounts include food, beverage, tax, service, tips, and delivery charges; they do not include room or equipment rental costs. An agenda and detailed guest list (name and University affiliation) will be required in the AggieExpense report. Updated 5/2026:
- Breakfast: $34
- Lunch: $59
- Dinner: $103
- Light refreshments: $24
The following frequency limits also apply:
Meals should be limited to no more than once a month or twelve times per year, per group. Light refreshments should be limited to no more than twice per month, per group.
Note: Business meeting expenditures and entertainment expenditures are distinct categories under University policy. Business meeting expenditures are tied to official business discussions or working meetings, while entertainment expenditures are associated with primarily social, hospitality, or relationship-building activities conducted in support of a University business purpose.”
Procedures
- Complete the UC Entertainment Check Request Form and indicate whether payment should be made:
- directly to the vendor;
- as reimbursement to the payer;
- directly to the UCD Corporate Visa Card. (UCD will directly reimburse your VISA Corporate Card account for the approved entertainment expense.)
- Attach the list of participants with their titles and affiliations.
- Attach the original paid receipt or vendor invoice. Invoices for expenses exceeding $75 must be fully itemized.
- The host's and the County Director's signatures are required.
- Forward documents to the Regional Office for Regional Director's signature.
Tips
- Exceptions to the entertainment policy, such as those that exceed the established maximum rates, or entertainment costs associated with employee recognition functions, must be approved as an "exception" by the Regional Director.
- While on University travel status, do not buy meals for others unless it is a bona fide entertainment activity. Travel policy requires that each traveler's expenses be reported individually.
- Alcoholic beverages may not be purchased on State or Federal funds. Many fund sources (most contracts and grants, for example) do not allow entertainment expenses. Verify that entertainment is allowed on your proposed fund source prior to the scheduled event. If you have any questions about your funds and the payment of entertainment expenses, please contact your Regional Office.
- For administrative meetings to include lunch, they should take place over an extended period of time and the agenda should include a working meal to satisfy the requirement that the meal is part of a business function. Reimbursement will not be allowed when two or more employees from the same work location choose to go to lunch together to continue their business as an incidental part of the meal, or when the meeting could have been scheduled during regular work hours.
References/Website Links
Click the following link to be directed to the UC Davis Supply Chain Management website: UC Davis Policy & Procedure Manual, Section 330-80 Entertainment.
Click the following link to be directed to the UC ANR Business Operations Center Forms Website Exceptional Entertainment Request Form
Exhibit A: Rates for Entertainment. Click the following link to be directed to UCOP Policy BFB-BUS-79.