How to Properly Fill in the Entertainment Check Request Form
Check box on top indicating if it is a reimbursement for out of pocket expenditures, or payment to a vendor for services rendered
Name: The name of the vendor / person to whom the payment will be made
Email: For individuals seeking reimbursement, so that I can contact you with any questions, and notify you when payment has been made
Journal: Name of Journal for which the payment is associated
If the payment is being made to the Journal, to reimburse the journal’s external checking account, check the appropriate box. As checks cannot be made payable to the Journal, payment will be made to the signer on the external account.
UC Student ID: if payment is being made to a student
or
SSN/ Tax ID: if payment is being made to a vendor, or person who is not a UC student
1) Type of Event: please mark the appropriate box
2) Date of Event
3) Number of Participants: If payment is being requested prior to the event having taken place, please estimate the number of attendees. Please put actual number as opposed to ‘Editorial Board’
Names of Attendees:
Can be provided after the event if not known ahead of time; can be:
- Meeting Sign-In Sheet
- List of names of group (ie. Editorial Board Members)
- Journal membership list
4) Business Purpose of Meeting:
The key here is Business Purpose. This must be ‘directly related to or associated with the active conduct of official business’. Please include description of meeting as it relates to journal business. In phrasing the description, consider how this would look to an outside party investigating how State money is being spent. ie; instead of ‘Cite Checking Party’ use ‘Editorial Meeting for Cite Checking of journal articles’; instead of ‘Pizza for new transfer students’ use ‘Transfer Student Orientation Meeting’
5) Official Host: In order to qualify as a host, you must by physically present at the event!
6) Amount: Amount being paid; Must be same amount as attached receipts/invoices
7) Certification by Host: By signing your name as Host, you are certifying that the information included on the form is correct, and that the expenses were incurred for official journal business
Host Signature: Please note!! It is now required that the Host physically sign the form, we no longer are able to accept a name typed in.
If a host is unable to physically sign the form for any reason, the other option is to send an email to the Publications Coordinator attesting to the Certification by Host clause listed on number (7) Entertainment Form:
“CERTIFICATION BY HOST: I hereby certify that the above is a true statement of the expenses incurred and that such entertainment/meeting expenses were incurred for official University business purposes”
You must copy and paste this text into the email, and also include the date and description of the event. This will suffice as an electronic signature
Requested By: Name of person submitting the form; typically the managing editor, editor in chief, programs coordinator
Backup Documentation
Original itemized receipts showing the following are required:
- Name of Vendor
- Amount Paid
- Transaction Date
- Itemized description of what was/is being purchased
- Form of payment: for personal reimbursement, must show proof that journal member paid (ie. invoice showing zero balance due, credit card receipt or statement))
Please be advised that a credit card receipt showing amount paid will NOT suffice!!! Must request itemized receipt/invoice from Vendor!!
If original receipt cannot be obtained, or was misplaced, include a written statement indicating why the receipt is not being provided, and certify that the amount claimed is the true amount actually paid
As documentation is now being scanned, please provide it in the following manner:
- TAPE all documents on 8.5” x 11” paper (do NOT staple, make sure that receipts are not folded over… cut and put in two columns if needed)
- Paper must NOT include anything on reverse side! Sorry, no more recycled paper!