Entertainment FAQs
As of August 2024, the primary system for reimbursement requests for UCSC affiliates is now CruzFly
When Do I Use An ERF (Entertainment Reporting Form)?
ERFs are only required for recharge expenses (except for Catering Services recharges done through CruzBuy, or for reimbursement when the individual being reimbursed is a non-UCSC affiliate and does not have a CruzID email address.
Please note that in July 2016 the Entertainment Reporting Process changed.
How Do I Access An ERF?
ERFs are created and accessed from the Financial Affairs Dashboard.
To create a new ERF, click Entertainment, then click Create a New Entertainment Reporting Form.
What Requires Top-Level Approval?
Alcohol purchases, employee morale, employee recognition, retirement, on the job meals, tickets to sporting, theatrical or cultural events, meals provided to a spouse/partner, over the per-person limit, cash contributions or registrations that are included in the cost of a nonprofit fundraiser.
For alcohol purchases being reported through CruzFly, indicate that alcohol is included by checking the box next to the question “Was there alcohol purchased as part of this expense?” If an alcohol purchase is not indicated on the report but is included on the receipt, the report will be returned to the requestor for this correction to be made.
How Do I Request Top-Level Approval?
Please email the Business Office Assistant for Top-Level Request templates and submissions.
Who are the Approvers and where do I find their contact information?
The Tier 1 / Initial Approver is the Business Office Assistant. The Tier 2 / Expense Approver varies depending on the fund source and approval type. If uncertain, please email or assign the Business Office Assistant who can redirect the approval.
Visit the Business Office Staff page for contact information.
What Expenses Are Considered Unallowable?
Meetings that could have been scheduled during regular working hours, monetary contributions to a political campaign or candidate, purchase of property/services for personal or for a nonbusiness use, expenses using restricted funds, expenses that represent additional taxable income to the employee/student.
Can I Use Federal Or State Funds To Purchase Alcohol?
No, Federal and State funds cannot be used to purchase alcohol.
Where Do I Find The Per-Person Limit Rates?
Per-person Spending Ratescan be found on the Allowable Expenses page of the Entertainment, Business Meeting, and Other Events Expense Guide.
CruzBuy Entertainment Process
- Order Initiator
- To submit a requisition, use the Food and Entertainment form. First enter the supplier, if they are not already in the CruzBuy system you will need a phone number and/or email address for the supplier. Enter a description of the event, and an estimated price, including a Not to Exceed (NTE). Fill in remaining fields in form.
- For Top-Level Approval Items (ie. Alcohol Served or Consumed, Per-Person Rate Exceeded, Spouse/Partner/Family Invited, etc.) Please email the Business Office Assistant for Top-Level Request templates and submissions.
- Refer to the Account Codes Directory to provide the appropriate account code for your CruzBuy order.
- Budget Approver, Research Accountant
- Reviews and approves order, seeks the approval for top level.
- CruzBuy System
- Validates FOAPAL used with order.
- Purchasing Office Buyer
- Reviews ERF and approves CruzBuy order.
- CruzBuy System
- Creates purchase order.
Additional Help
Entertainment, Business Meeting, and Other Events Expense Guide