Additional Student Affairs guidelines related to retirement and going-away activities, staff appreciation events, and other "staff morale-building activities"
All staff morale-building activities are considered exceptions to regular UC entertainment policies, and therefore require prior approval of the Chancellor or his designee using the Prior & Exceptional Approval Worksheet for Entertainment from BFS. This form requires a written business justification for exceptional entertainment and indicates that any entertainment considered an “exceptional expense” cannot be paid with State or Federal funds. Please note that food provided in association with a business meeting, staff working retreat, conference, or other business function is not considered an exceptional expense and may be approved your divisional control point (AVC/Dean).
Chancellor Yang has delegated to Vice Chancellor Klawunn authority to approve exceptional entertainment for Student Affairs. This authority cannot be re-delegated beyond her. Margaret will review and approve requests for exceptional entertainment on a case-by-case basis in accordance with the guidelines listed below. We ask that your divisional control point preview these requests prior to the VCSA Office receiving them. These guidelines are meant to be helpful in determining what kinds of events (and what level of expenditure) are appropriate. There will, of course, be times when an event might appropriately fall outside these guidelines, and Margaret will consider approving requests outside these guidelines if given proper justification.
Guidelines
Retirement Activities/Events and Going-Away Activities/Events (Both require at least 5 years of UC service credit and staff leaving UC employment)
In general, Margaret will approve requests for expenditures only for on-campus events that are open to all. Appropriate food might be cake, appetizers, soft drinks, etc. Steps should be taken wherever possible to keep costs reasonable and to a minimum. Margaret will not generally approve requests for UC funds to be used for departmental staff to go out to lunch or dinner at a restaurant or for alcohol to be served at the campus party. If appropriate (for instance if an event is held in the late afternoon/evening at a venue like the Faculty Club), department heads or staff may decide to personally contribute or pay for alcoholic beverages (e.g., providing wine) or arrange a no-host bar.
- Per-person limits described in the spending guidelines (above) should be observed.
- When Margaret reviews a request for exceptional entertainment, she will also be considering whether the expense appropriate given relevant factors (e.g., the visibility of the retiree’s position, the length of service on campus, the size of the department, the cost, if any, associated with an appropriate venue, and the number of expected guests).
- A reasonable upper limit for the majority of retirement parties in the Division (i.e., most parties will be less expensive) is $700.
- A reasonable upper limit for the majority of going-away parties in the Division (i.e., most parties will be less expensive) is $400.
Holiday Gatherings, Year-End Gatherings, Staff Picnics, Staff Appreciation Events
It is occasionally appropriate for departmental funds to be used to pay for staff-morale-building events like holiday gatherings, staff picnics, and staff appreciation events. These types of events, however, are all considered exceptions to entertainment policy and require prior exceptional approval. With proper written business justification, Margaret will consider reasonable requests for approval for UC funds (not State or Federal) to be used. An upper limit for such events is $25 per person, with the majority being less expensive. Margaret will generally not approve funding for alcohol, and will also generally not approve breakfast, lunch or dinner for staff at a restaurant, unless the total cost falls under the guideline.
When reviewing a request for exceptional entertainment for such events, Margaret will also be considering the following:
- What is the business purpose?
- Has the department had other such events during the same fiscal year? If so, what was the purpose and how much was spent?
- Will all departmental staff be included in the event?
- Are attempts being made to keep costs to a minimum (e.g., departmental funds being used to supplement a potluck)?