Entertainment

As of February 2022, Concur has become our new campus standard for expense reimbursement processing. Concur is a software that provides an electronic workflow for the entire Travel & Entertainment Process.

Business Meetings and Entertainment is a part of this function when it relates to the expenses incurred as part of providing hospitality to academic and staff employees, students, donors, guests, visitors, volunteers, and other individuals as part of a business meeting or entertainment event. This includes expenses related to meeting venues and meals provided in connection with programmatic activities, meals furnished to employees who are required to remain on University premises during a meal period, meals served to employees as part of a morale-building function, and meals provided to prospective students and employees.

Event hosts will be responsible for initiating Entertainment expense requests and creating expense reports in order to request reimbursement for these business-related expenses. The host of each event should be listed as the person who will incur the expenses for the event.

See Business & Finance Bulletin BUS-79 for the complete Meeting & Entertainment policy. 

Please note: If food is being delivered to a location on campus, a campus catering permit must be submitted along with the request for reimbursement/payment in order for Accounting to be able to process it.

Enrollment Services Entertainment Workflow

1. BEFORE the event, submit an Entertainment expense request via Concur.

  • The Entertainment expense request must be submitted by the host of the event. The request should include all information related to the event, including date, location, projected number of attendees, projected expenses and purpose of the event. The request will then be reviewed and approved by the Enrollment Services Administrative Unit, and the Department Head.
    • Request Naming Convention: [Staff Initials] [Event Name or Abbreviation] [Date (optional)]
    • Ex., AB Higher Ed Week for SHS; CD Promise Graduation 2023; EF Study Jam 6/10/24
  • Entertainment expense request approvals must be submitted a minimum of two weeks (10 working days) before the date of your hosted event.
  • Note* You will be asked to submit FAU (funding/accounting) details in your request. You must reach out to your department delegate via email that your requests is ready for this step. They will adjust the Expense Request with the proper FAU to use based on your type of travel or entertainment event. Once they complete this step, they will let you know that the Request is ready to be submitted. 
  • Department Delegates:

HOW TO CREATE AND SUBMIT A REQUEST (VIDEO)

As needed, include a Cash Advance Request prior to submitting your Request for approval. 

  • Cash Advances are a method to provide travelers with money to spend before they depart on a trip, or to provide cash before a purchase is made.  This request would be common for Travelers/Entertainers who are not T/E Cardholders. 

    HOW TO REQUEST A CASH ADVANCE

*Note* To view the linked instructions on the Knowledge Base Portal, you must be logged in to the Knowledge Base using your UCSB NetID and Password (https://ucsb.service-now.com/kb) 

2. DURING the event planning and preparation, keep track of all of your expenses.

  • Upload your receipts to Concur online or on the Concur Mobile App! Original receipts are required for supply and food purchases. Itemized receipts are required for ALL expenses.

HOW TO UPLOAD RECEIPTS TO CONUR WEB

*If uploading documents, ensure they are in the form of an Adobe PDF or JPEG to ensure compatibility with the system*

HOW TO UPLOAD RECEIPTS USING CONCUR MOBILE
   

  • If you need to provide documentation for a receipt that was either unavailable, lost, or missing, you must submit a Declaration of Missing Evidence form to Concur while processing your Expense Report. This form is available on the Concur online portal and mobile app. 

HOW TO UPLOAD DECLARATION OF MISSING RECEIPT USING CONCUR MOBILE

3. AFTER the event, create the Expense Report.

  • Now that the event is over, you will need to ensure all supporting documentation is provided and linked to the approved Entertainment requests. Complete the Expense Report to initiate the reimbursement process. 

HOW TO CREATE AN EXPENSE REPORT
HOW TO ADD CARD TRANSACTIONS TO AN EXPENSE REPORT

  • All events must include an attendees list.      

           HOW TO ADD ATTENDEES

**If your event has more than 10 attendees, use the “Social & Entertainment Exp. - 10+ Attendees (Attached List)” Expense Type and upload your attendees list with one of our receipts. This will save you time as you will not need to enter each attendee onto the system individually.**

  • If you have issued awards/gifts/gifts cards as an incentive for your event, you must provide signature from the recipient confirming they have received the gift or an email confirmation from the recipient. Upload this to your report along with the receipt for the gifts you purchased.     

          GIFT ACKNOWLEDGMENT FORM 

4. Your department delegate will give your Expense Report a final review. 

  • Now that your Expense Report is complete, send an email to your delegate to let them know it’s ready for final review. The delegate will:
    • Confirm that details and all proper documentation are attached
    • Confirm that UC Policy and guidelines are met.   
    • Update FAUs/Accounting information to ensure expenses are allocated to the correct funding

* To ensure our delegates can review the expense reports timely, mark your emails using the Subject Line: “Concur Expense Report _ Event Name Ready for Review”

5. Finally, submit your Expense Report for Approval.

  •  After their review, your department delegate will let you know that your Expense Report is ready for submission. Logon to Concur and “Submit Report”. You’ll get email updates notifying you when the process is complete. 
    

   

New Traveler/Entertainment Host for Enrollment Services?


As a new traveler/entertainment host for the Enrollment Services cluster, you must first complete available Concur Training Session 1 and Session 2 on the BFS Website. 

Once you’ve completed the necessary training, it’s time to set up your department delegate and apply for a Travel/Entertainment Card.

While Travelers/Entertainers are responsible to submitting requests and expense reports through Concur, each employee will need to add a delegate from the Administrative Unit to ensure requests are within UCSB Policy and that proper accounting details are being used upon final submission of any Concur requests.

1. It is required that you add your respective department delegate to your Concur profile.

Admissions: Mariella Cazares Flores (PRIMARY)
Early Academic Outreach: Gabriella Piazza (PRIMARY) 
Financial Aid & Scholarships: Alina Murillo (PRIMARY)
Grants & Development: Alina Murillo (PRIMARY) 
Registrar: Gabriella Piazza (PRIMARY) 
NAGPRA: Alyssa Saavedra (PRIMARY)
Promise Scholars: Alyssa Saavedra (PRIMARY)
Campus Sustainability Programs: Angelina Aguilera (PRIMARY)

HOW TO ADD A DELEGATE IN CONCUR

*Note* Ensure you allow you delegate full access. Your Primary delegate should be your contact prior to submitting any requests in Concur. 
 

2. Apply for the Travel/Entertainment Card

HOW TO REQUEST A NEW T/E CARD


3. Activate your new Travel/Entertainment Card as soon as you receive it.

  • Call the number on the back of the new card to activate it. Once the card is activated and used by the employee, the card will automatically be linked to the employee's Concur profile within 3-4 days. 

 

4. Provide the last 4 digits of your Travel/Entertainment Card to your delegate.

  • Send an email to your delegate letting them know that you have obtained your new card and will be using it for business related expenses moving forward. Providing them with the last 4 digits of your card will allow them to ensure the proper expense types are being submitted in your Expense Reports so that the expenses are allocated to the right accounts. 

 Leaving Enrollment Services? 
If you are a cardholder and will be leaving Enrollment Services, be sure to create Expense Reports for all to-date expenses and check in with your department's delegate to ensure you're ready to close out your card. Once all expenses have been accounted for and are in the process of being allocated, move forward with destroying the corporate card and sending an email to our campus Corporate Card Manager to have them close out your card. 

It is preferred that you wait until your last day of work to do this if you are a frequent user or have expenses that are pending to be posted in Concur.