Policies & Procedures

UC IRVINE DELEGATION OF AUTHORITY

Section 1

IDA632 - Approval of Exceptions/Additional Approvals to Travel and Business Meeting and Entertainment Expense Policies


IDA 632

November 3, 2021

VARIOUS OFFICERS AND ADMINISTRATORS

RE: Delegation of Authority – Approval of Exceptions/Additional Approvals to Travel and Business Meeting and Entertainment Expense Policies

The authority for exceptions to travel regulations and exceptions and additional approvals concerning business meeting and entertainment expenses is delegated to chancellors in presidential policies G-28: Travel Regulations and BUS-79: Policy for Expenditures for Business Meetings, Entertainment, and Other Occasions.

I am redelegating certain of the above referenced authorities as detailed in the table below. Approval to use private or chartered aircraft is not included under this delegation (see IDA107).

This authority may not be further redelegated and supersedes:

  • IDA070 - Travel, First Class issued by Chancellor Wilkening July 21, 1995;
  • IDA216 - Travel Policies, Exceptions issued by Chancellor Wilkening September 20, 1996;
  • IDA362 - Exceptions to Travel Policy issued by Dean Cesario December 2, 2002;
  • IDA380 - Exceptions to Travel Policy issued by Vice Chancellor–Student Affairs Gomez July 16, 2004;
  • IDA324 - Travel, Authorize and Approve issued by Chancellor Cicerone May 8, 2001; and
  • IDA444 - Exceptional Approval for Business Meetings, Entertainment and Other Occasions issued by Chancellor Drake November 5, 2007.

Signed copy

Howard Gillman
Chancellor

cc: Office of Campus Counsel
Director–Internal Audit
Assistant Vice Chancellor–Accounting & Fiscal Services
Manager–Administrative Policies

Authorities

Position Titles

Provost and Executive Vice Chancellor

Associate Chancellor and Chief of Staff

Associate Provost and Chief of Staff

Vice Chancellors

Chief Executive Officer-UCI Health System

Deans (including Health Sciences)

University Librarian-Libraries

Director–Intercollegiate Athletics

Associate Vice Chancellor–Enrollment Management

Chief Information Officer and Associate Vice Chancellor– Information Technology

Chief Innovation Officer and Executive Director–Applied Innovation

Chief Global Affairs Officer and Assistant Vice Chancellor–Global Engagement

Associate Vice Chancellor, Administration/Financial Operations/Research Programs– Research

Associate Vice Chancellor, Research Administration– Research

Associate Vice Chancellor–Division of Finance and Administration (DFA)

Associate Vice Chancellor, Auxiliary Services & Business Enterprises–Student Affairs (SA)

Assistant Vice Chancellor/Chief of Staff, Communications & Special Programs–SA

Associate Vice Chancellor, Finance & Administration–University Advancement & Alumni Relations (UAAR)

Chief of Staff–Health Affairs

Associate Vice Chancellor, Finance, College of Health Sciences

Associate Dean, Finance & Clinical Operations–School of Medicine

UCI Health System:
Chief Financial Officer
Chief Operating Officer
Medical Center Controller

Controller and Assistant Vice Chancellor, Accounting and Fiscal Services–DFA3

Associate Vice Chancellors–Health Affairs

Associate University Librarian–Libraries

Associate Vice Chancellor, Research Engagement–Research

Associate Vice Chancellor, Strategic Initiatives–Research

Associate Vice Chancellor, Wellness, Health & Counseling Services–SA

Associate Vice Chancellors–UAAR

Assistant Vice Chancellor, Process Improvement–DFA

Dean of Students, Student Life & Leadership–SA

Advancement Operations–UAAR

Academic Personnel

Public Affairs–Strategic Communications & Public Affairs (SCPA)

Marketing & Creative Services –SCPA

Strategic Initiatives–Provost’s Office

Assistant Deans of Administration (Schools)

UCI Health System:
Chief Information Officer
Chief Medical Officer
Chief Nursing Officer

TRAVEL

Dependent travel and dependent care expenses for a spouse, domestic partner, dependent-care provider and dependents who accompany an existing employee or prospective employee - BFB-G-28

In limited circumstances, may pre-approve dependent travel and dependent care expenses for a spouse, domestic partner, dependent-care provider and dependents who accompany an existing employee (on bona fide University business) or a prospective employee (for a final interview).

See Sec. 715-01.

Although BFB-G-28 states that more position titles may approve these expenses, UCI allows pre-approval of dependent travel and dependent care expenses for spouses, domestic partners, dependent-care providers, and dependents who accompany existing employees on bona fide University business in limited circumstances. In addition to myself, the approval points are: The Provost and Executive Vice Chancellor, the Associate Chancellor and Chief of Staff, the Associate Provost and Chief of Staff, Vice Chancellors, the CEO–UCI Health System, Deans, and the University Librarian.

First Class and Business Class Air Travel and other higher cost air fares - BFB-G-28

May authorize, in writing, a traveler using business or first-class air travel in cases other than the four circumstances listed in BFB-G-28.

May authorize, in writing, a traveler using other higher cost airfares in cases other than the four circumstances listed in BFB-G-28.

Travel of a spouse or domestic partner of a prospective employee - BFB-G-28

May pre-approve reimbursement of travel expenses of a spouse or domestic partner of an accompanying prospective employee to a final interview.

Travel of a spouse or domestic partner of an existing employee - BFB-G-28

May pre-approve reimbursement of travel expenses of a spouse or domestic partner when they serve a bona fide University business purpose.

Only Vice Chancellors and the CEO–UCI Health System may pre-approve travel expenses for spouses or domestic partners when they serve a bona fide University business purpose.

Payment of travel expenses on behalf of others - BFB-G-28

University travelers are not normally reimbursed for expenses paid on behalf of other persons; however, limited exceptions are permitted (see BFB-G-28, Section V.H.2.f: Spouse, domestic partner, dependent, and dependent-care provider travel) such as in the case of co-travelers who are sharing a room. Exceptions to this rule, such as supervised group trips, must be approved in advance. (See BFB-G-28 Section V.E.4., Payment of Group Subsistence Expenses, for more information.)

Most economical mode / most commonly traveled route and minimum miles per day - BFB-G-28
  • An exception to the minimum miles per day requirement may be approved, if a delay is beyond the control of the individual, e.g., weather, traffic, or to reasonably accommodate a traveler’s disability.
  • Use of other higher cost rental car upgrades.
  • Valet parking charges in excess of normal parking charges.
Travel assignments that Exceed Two Years - BFB-G-28

Reimbursement for travel away from home in a single work location that extends beyond 2 years.

All other travel exceptions permitted under Sec. 715-01

Exceptions may be granted when one is required due to extenuating circumstances. Any request for an exception must document the circumstances, the need for the exception and the exception may apply only to the extent of actual costs incurred, provided such costs are deemed to be ordinary and necessary under the circumstances.1

Note: Authority to approve use of private or chartered aircraft is delegated in IDA107.

ENTERTAINMENT

Additional Approval under BFB-BUS-79

Expenses requiring additional approval:

  • Employee morale building and employee recognition events;
  • Entertainment of the spouse or domestic partner, or family members of the official host or guest;2
  • Tickets to a sporting, theatrical, or musical event; and
  • A cash contribution which includes the cost of a meal or registration fee made to a nonprofit organization in connection with an employee’s attendance at a fundraising event,

shall be approved in accordance with the procedures described in BFB-BUS-79, Section IV (Approval Authority Table) or Section V.A.6.

If the expenditure entails hospitality provided to spouses or domestic partners, or other family members of the official host, or for particular categories of events, additional approval must be obtained before the expenditure will be reimbursed or paid (see BFB-BUS-79, Section IV (Approval Authority Table) or Section V.A.6).

A request to reimburse entertainment, recruitment, or employee morale-building expenses must include a written statement signed by the host and/or the approving authority certifying that the hospitality expenses were incurred for an official University business purpose.

Exceptional Approval under BFB-BUS-79

Approval as an exception to policy is required for any expenditure that exceeds the maximum per-person rates for hosted business and entertainment meals and light refreshments.2

  • Any request for approval of an exception to the per-person maximum rates must include a written justification for the expenditure. The request must document circumstances which are unavoidable or necessary to accomplish a University business purpose.
  • The fact that actual costs exceeded the authorized rate is not in itself justification for the higher reimbursement rate.
  • The individual delegated authority to approve exceptions must assure that the required written justification is adequate and that the expenses meet all other approval requirements contained in BFB-BUS-79, Section V.A.2 before approving the expenses.
  • Reimbursement of such expenses is limited to the actual documented costs incurred.

To conform to IRS regulations governing business expenses, UCI will not reimburse costs to a UC employee or student for meals and light refreshments or related services when the reimbursement results in taxable income to the individual. The exception to this rule pertains to situations when it has been determined that the facts and circumstances (if the expenditures are otherwise substantiated for University business purposes) warrant reimbursement of a late-submitted reimbursement request as taxable income.

1In general, exceptions should not be made to the daily M&IE reimbursement cap established for travel of less than 30 days within CONUS (see BFB-G-28, Appendix B) unless necessitated by the business requirements of the trip. For example, an exception to the daily M&IE reimbursement cap may be required for athletic team training meals that involve specific nutritional requirements.

2Only the Chancellor may approve exceptions to the per-person rate that exceeds 200% of the rates published in BFB-BUS-79, Appendix A. The authority to approve exceptions to the per-person rate that exceeds 200% may only be delegated by the Chancellor when the Chancellor is absent due to business travel, vacation, illness, or other leave – see IDA615.

3The Controller’s authorities in this IDA are limited to approvals related to Accounting and Fiscal Services employee travel. These authorities are in addition to the authority delegated to Controllers by the UC President in BFB-G-28 to approve Chancellors’ travel.