Exceptional Entertainment

September 30, 2009

UCLA Office of the Executive Vice Chancellor & Provost

To:  Vice Chancellors, Deans, Directors, Department Chairs and Administrative Officers

Dear Colleagues:

During this time of budgetary constraints, one way we can reduce expenses without a significant impact to the campus is to reduce discretionary spending, particularly with regard to entertainment.

The UC Entertainment Policy, BUS-79, “Expenditures for Business Meetings, Entertainment, and Other Occasions,” establishes per person meal allowances for entertainment (i.e., $17 for light refreshments, $26 for breakfast, $38 for lunch and $64 for dinner) and provides a process for the approval of the occasional overage exception with appropriate business justification.  The policy further requires approval by the chancellor of overages in excess of 200 percent.

Entertainment meal overages typically occur through the selection of a more expensive venue, the requirement that meals must be purchased at the meeting/conference venue, a catered event or the purchase of alcohol.  Department hosts have some control over these expenditures and should exercise judgment to minimize occasions in which overages occur.  There should be very few situations in which it is necessary to spend more than 200 percent of the meal allowance.  When they do occur, Chancellor Block and I will expect to see evidence that the unit’s dean or vice chancellor has endorsed the expense.  I encourage you to consider asking hosts or guests to cover or share such expenses.

Thank you for your cooperation in reducing discretionary spending wherever possible.


Scott L. Waugh
Executive Vice Chancellor and Provost