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Business Office - Event Planning
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Please refer to the complete University Entertainment Policies, Procedures and Information available at:
http://www.ucop.edu/ucophome/policies/bfb/bus79.pdf
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Before your event
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CATERER
When planning an on campus event or meeting using caterers, please refer to the UCI Preferred and Approved Caterer List. If you choose a vendor outside of this list, you must obtain UCI Food Services approval.
Entertainment Allowable:
| Breakfast |
$26 per person |
| Lunch |
$38 per person |
| Dinner |
$64 per person |
| Refreshments |
$17 per person |
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How to Pay:
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Direct payment to caterer, Corporate card, personal funds. Catering contracts require Business Office approval.
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FACILITY/EQUIPMENT RENTAL
If event is taking place in a rented facility space or if equipment rentals are used, all contracts require Business Office approval.
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*How to Pay:
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Items rented from catering company may be included under catering expenses via Corporate card, facility/equipment rentals from an on-campus department may be done via Recharge, other forms of rentals may require purchase order or PALCard as noted below:
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Furniture rental
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PALCard
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Audio/Visual rental
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PALCard
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Canopies/Tents rental
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EH&S approval required, Purchase Request Form
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*In some cases, facility rental, catering and equipment rental are all on the same contract. In such cases, the caterer guidelines for How to Pay apply.
ALCOHOL
If alcohol will be served (e.g., at a Development event), please refer to the UCI Policies and Procedures, Sec. 900-13: Policy on Consumption of Alcoholic Beverages. Obtain proper approval using the Alcohol Permit Form.
Please note that alcohol cannot be purchased on 199XX funds.
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*How to Pay:
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Direct payment to caterer (if caterer is providing alcohol), Corporate card, personal funds.
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HONORARIA
An honorarium is a payment granted in recognition of a special service or distinguished achievement for which custom or propriety forbids any fixed business price to be set. The amount of the honorarium should be specified in an agreement or in correspondence with the individual who will receive the honorarium. A copy of the agreement or correspondence should accompany the request for payment.
Please refer to the following UC Policy and Procedures website regarding Honoraria Policy: http://www.policies.uci.edu/quickviews/honoraria.html.
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*How to Pay:
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Must request a check for recipient via Business Office and provide copy of thank you letter or other document outlining amount of honoraria to be paid – need name, address and social security number of Payee.
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GIFT PURCHASE and DECORATIONS
If a gift is being given at an event, please refer to the following UC Business and Finance Bulletins for proper procedures:
- G-41, Employee Non-Cash Awards
- G-42, Policy on Gifts Presented to Non-Employees on Behalf of the University
You should also refer to the Library Human Resources Guidelines for Administration Funded Librarywide Employee Recognition Events.
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*How to Pay:
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Corporate card or personal funds.
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During your event
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ATTENDEE LIST
Record full names of all event/meeting attendees.
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Forms to be completed after event
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1. Complete the appropriate form and attached required backup for each purchase/rental used for event:
Caterer
Facility/Equipment Rental
Alcohol
Honoraria
Gift Purchases and Other Supplies (decorations)
Use the PALCard Requisition Form for ALL purchases made with PALCard
2. Obtain appropriate signature for form and send to the Library Business Office for processing.
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