Entertainment Reimbursement Form

Use this form to request reimbursement of entertainment expenses (i.e., business meal expenses incurred from hosting business events).


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  1. Know Before You Host:
    1. Entertainment expenditures are expenditures for meals (food and beverages) and related services (e.g., labor charges, room rental, equipment rental, decorations, flowers, and similar expenditures) incurred for business meetings and events in support of UCLA's mission.
      1. Visit Valid Entertainment Expensesfor eligible expenses.
    2. Entertainment guests can be academic or staff employees, students, donors, visitors, volunteers, and other individuals for the purpose of conducting substantial and bona fide University business.
      1. Attendee lists consisting of guest names and affiliations are required for entertainment expenditures/reimbursement.
    3. Expenditures listed below are UNALLOWED (cannot be reimbursed, recharged, or paid to a vendor):
      1. Entertainment expenses that are lavish or extravagant under the circumstances.
      2. Expenses that represent additional taxable income to an employee or student under Internal Revenue Service (IRS) regulations.
      3. Monetary contributions to a political campaign or candidate.
      4. Entertainment expenses for employee birthdays, weddings, anniversaries, or farewell gatherings (excluding celebrations for retirement or for employees separating from UCLA employment with at least 5 years of service).
      5. The purchase of property or services for personal use or for a non-business reason.
      6. Expenditures that are not permitted under the terms governing restricted funds.
    4. Entertainment Expenditure Rate (Maximum Per Person), effective January 1, 2023:
      1. Breakfast - $31 Per Person
      2. Lunch - $54 Per Person
      3. Dinner - $94 Per Person
      4. Light Refreshments - $22 Per Person
        1. These per-person rates include the costs of the food and beverages, labor, sales tax, delivery charges and other service fees.
        2. These per-person rates, however, do not include the costs of room rental, room setup fees, media rental, decorations, etc.
    5. Tips should not exceed 20% of the transaction costs.
  2. To request reimbursement of entertainment expenditures, download, complete, and submit the AASC Entertainment Reimbursement Form along with the receipts and attendee lists(names and affiliations).
    1. If you are a current UCLA employee active in UCPath, add Roland Fang as your expense delegate in the UCLA Concur System for entertainment reimbursement processing (see Update Your Profile for instructions).
      1. UCLA employees will receive their entertainment reimbursement via the same method they normally receive their UCLA paychecks.
    2. Entertainment reimbursement requests must be submitted to AASC for processing within 21 days upon the conclusion of the meetings or events.
    3. Receipts of entertainment expenses must be original and itemized, indicate the payment method (i.e., cash or credit card), and show proof of payment (i.e., explicitly state the amount paid).
      1. Screenshots and edited receipts are not acceptable.
        1. Tip: You can save an email or a webpage via Print -> Save as PDF.
  3. For more detailed information and guidelines regarding Entertainment Expenditures, visit UC Policy BUS-79 Expenditures for Business Meetings, Entertainment, and Other Occasions.

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