It is the policy of the University to comply with IRS regulations regarding the provision or reimbursement of business meals and entertainment. This applies to academic and staff employees, students, donors, guests, visitors, volunteers, and other individuals as part of a University business meeting or event. The Entertainment Payment Request (ENT) is also used to pay on-campus vendors such as ARAMARK.
ENT document allows users to reimburse expenses for employees or vendors for various events such as:
(additional information visit: What Entertainment & Meetings are reimbursable
| Business Meetings | Expenses incurred in connection with meetings of employees to conduct official University business. At least one University employee or other individual representing the University must be present at any business meeting that includes non-University persons. |
| Programmatic Activities | Programmatic activities are meetings and events that are in keeping with the University’s mission. As a tax-exempt organization, the University may incur “entertainment costs” that are in keeping with business purposes, such as expenditures for meals or light refreshments incurred in connection with student enrichment, training programs, food provided as a necessary part of a community-support activity (e.g., snacks at a blood donation event), and similar activities. |
| Employee Morale Building | Requires Additional Approval |
| Event/Business meals | A Meal is a catered or restaurant-provided breakfast, lunch, or dinner at which employees, students, or other individuals are present for the purpose of conducting substantial and bona fide University business. Groceries and beverages purchased for an event may also be charged as a meal/meals. |
| Catering | Please note that UCI Catering has first right of refusal. For additional information on approved vendors visit: UCI Dining Services For additional questions contact the BSO office |
| Gift/Awards (Corp card only) | For Employee non cash awards and other gifts refer to BUS-79 policy G-41 For Gifts presented to non-employees on behalf of the University refer to BUS-79 policy G-42 |
| Alcohol | All UCI Sponsored Events that include the service of alcoholic beverages must be in compliance with UCI Alcohol Policy, Section 900-13 and California State Law. In some cases, you may need to submit an Alcohol Request Form in advance of the event. Additional information can be found in the UCI Dining Services website. |
How to Submit a ENT document in KFS
Entertainment Reimbursement eDoc
Quick guide:
- Log into ZotPortal
- Click on Finances/KFS
- Find Travel & Event Management
- Click: Transactions
- Select: Entertainment Reimbursement
- Enter detailed purpose of trip in the Explanation box.
- Entertainment Overview:
- To reimburse corporate cardexpenses select employee.
- To pay Aramark select vendor.
- Entertainment Information:
- Add the event date and justification (event tittle, date, time)
- Actual Expenses:
- Add invoice information
- Imported Expenses:
- Import corporate card transactions related to event
- Accounting Lines:
- Add KFS account, object code & amount.
- Add backup documentation such as: Itemized Receipt/s, Attendee List, Meeting Agenda or Event Flyer/Invitation..etc
- Submit