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How do I fill this out?
To fill out this form, begin by providing your information in the preparer's section. Next, summarize the event's details and reasons for the expenses. Finally, list the expense details, ensuring to include all necessary documentation.
How to fill out the Entertainment Purchase Order and Event Planner Card Form?
1
Gather preparer's information.
2
Fill in the entertainment/event summary.
3
Document detailed expense information.
4
Ensure all required approvals are signed.
5
Submit the completed form.
Who needs the Entertainment Purchase Order and Event Planner Card Form?
1
Event planners need this form to track expenses accurately.
2
Department heads require it for approving entertainment activities.
3
Finance teams use it to ensure compliance with budget policies.
4
UC Berkeley staff members fill out this form for official events.
5
Anyone organizing an entertainment event must document expenditures.
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Download the updated PDF once satisfied.
What are the instructions for submitting this form?
To submit this form, ensure all sections are thoroughly completed and signed. Send it via email to your department's finance officer or print and submit it through campus mail. Make sure to keep a copy for your records, as it may be needed for further reference or audits.
What are the important dates for this form in 2024 and 2025?
Ensure to submit your entertainment expense forms by department-specific deadlines in 2024 and 2025. Check your department's calendar for important events that may require advance planning. It's crucial to remain compliant with university policy timelines.
What is the purpose of this form?
The Entertainment Purchase Order and Event Planner Card Form is designed for documenting entertainment expenses related to official university events. It serves as a means to ensure that all expenses are transparent and comply with university regulations. This form helps maintain accurate financial records in accordance with UC Berkeley's policies.
Tell me about this form and its components and fields line-by-line.
- 1. Preparer's Information: Includes sections for name, date, phone, department, and email.
- 2. Entertainment/Event Summary: Captures title, date, description, invitees, and business purpose.
- 3. Expense Details: Lists individual expenses, including date, type, vendor, and amount.
- 4. Guest List: Collects details about all attendees including names and affiliations.
What happens if I fail to submit this form?
Failure to submit this form can result in unapproved expenses and complications in reimbursement processes. It may also lead to non-compliance with UC Berkeley's policies and regulations.
- Unapproved Expenses: Expenses incurred without prior approval may not be reimbursed.
- Delayed Processing: Late submissions can lead to delays in financial processing.
- Compliance Issues: Not following protocol can result in institutional penalties.
How do I know when to use this form?
- 1. Business Meetings: To document meals and entertainment for meetings with prospects or donors.
- 2. Employee Events: To record expenses related to morale-boosting activities.
- 3. University Functions: Document all expenditures for official university events.
Frequently Asked Questions
How can I document my entertainment expenses?
Use the provided form to list all necessary details regarding your event and associated expenses.
Can I edit this form online?
Yes, the form can be edited directly on PrintFriendly before downloading.
Who needs to fill out this form?
Anyone organizing events with entertainment expenses at UC Berkeley is required to complete this form.
Is there a limit to meal costs?
Yes, the form outlines campus per person limits for meal expenses.
What information is needed for the guest list?
You should collect names, titles, and affiliations of all attendees.
How do I submit the completed form?
Follow the instructions for submission outlined at the end of the document.
What if I have additional expenses?
You can attach additional forms to document any extra expenses.
Is there a deadline for this form?
Check with your department for specific deadlines related to your event.
How can I keep track of my expenses?
Systematically record expenses in the designated fields on the form.
Where can I find the policy references?
The applicable policies are mentioned at the top of the form.
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