Entertainment Reimbursement and Payment Requests (CSS Business & Financial Services)

For entertainment reimbursements for all UC Berkeley employees and UC Berkeley students, submit a completed CSS Entertainment Payment Request Form, with itemized receipts and supporting documents, in BearBuy on a CSS Non-Purchase Request Form. The receipts must identify both food and beverage charges. In addition, include date of event, number of attendees, business purpose, and location.

Entertainment requests that exceed the approved campus limits are being closely scrutinized by the campus. The policy requires that the expense is approved prior to incurring the costs. Please note the established per-person limits when entertaining (Breakfast $26; Lunch $45; Dinner $78; Light refreshment $18). If you anticipate needing to go over the limits, please send a completed Exceptional Entertainment Expense Request Form prior to the event to Jadine Palapaz, 1608 4th Street, Suite 305, MC 7600 or bnfscsshelp@berkeley.edu:

  • Date of event
  • Type and purpose of event
  • Who will be attending?
  • How much over the limit is the expense?
  • Why does this exceed the limit?

For direct vendor payments (including non-UCB employees and non-UCB students), submit a completed CSS Entertainment Payment Request Form and submit in BearBuy with receipts and supporting documents on a Payment Request Form:

Entertainment Checklist

  • Date of event
  • Event type
  • Alcohol – verify non-restricted fund source
  • Explicit business purpose
  • Written justification for exceptional circumstances (e.g. exceeding per person limits, spousal attendance, etc.)
  • Appropriate account code to reflect event type
  • Date on receipt should match event type
  • Itemized receipts
  • Amount claimed on report should match receipt total listed on report
  • Guest list – name and number of attendees
  • Host signature
  • Approval signature – non exceptional
  • Direct payments to vendors (e.g., caterers, etc) – use of entertainment purchase order
  • Use of appropriate funding source

Note:  Processing time is 2-4 business days.  Checks are distributed by Disbursements 7-10 business days after processing.