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Alcohol expenses cannot be charged to state or federal fund sources. Receipts are required to demonstrate to auditors that no alcohol was purchased on these funds.
Required for reimbursement:
Receipt, itemized and showing proof of payment
Attendee list
Information table
PI/advisor approval
Employees - To be reimbursed you must first create your TEM profile. Instructions on how to set up your TEM profile can be found here Creating a TEM Profile (uci.edu). This is a one-time step, you do not need to do this every time you submit a reimbursement.
Non-employees - If you are not an employee in UCPath, your reimbursement will be set up as a "one-time payment" and we will need your home mailing address.
Per-person meal expense is for an entire meeting and:
Include pre-meal items (e.g., beverages and hors d'oeuvres), meal, labor, sales tax, delivery charges, and other service fees.
Doesn't include Room rental and setup fees, media rental fees, decorations, and other non-meal expenses.
Alcohol expenses cannot be charged to state or federal fund sources. Receipts are required to demonstrate to auditors that no alcohol was purchased on these funds.
Steps for Submitting a Meetings/Entertainment Reimbursement
1. Attach your receipt to an email to your supervisor/advisor
Receipts must be itemized and show proof of payment
2. Enter email subject line in this format:
Date — Reimbursement — your initials
Example: 8/2/11 — Reimbursement — MKM
3. Copy and paste the info table to the body of an email (see info table below)
4. Complete info table
5. Include an attendee list in your email, indicate what company/org they are from
6. Email your request for reimbursement to your supervisor/advisor
When your supervisor/advisor approves, they will forward to the finance team for funding verification. When funding is verified, the finance team will forward to the reimbursements team for processing. The reimbursements team will enter the reimbursement request into KFS and email you to notify you when the reimbursement document is ready for you to approve in KFS. They will provide you with a link to the document in KFS where you can review and click "approve." Please note if you are not an active employee in UCPath, you will not be able to approve in KFS, instead the reimbursement team will email you a non-employee certification form to sign and return.
Business Meeting Reimbursement Information Table:
Payee Name
Expense Type
(breakfast/lunch/dinner?)
Expense Date:
Meeting/Event Location:
Total reimbursement amount:
Business purpose:
(Please include a clear "business purpose" for the meeting)
