Payment Approvals
To ensure responsible oversight of University
assets, payment for certain within-policy activities may require an approval other than the department manager's.
For activities or events that occur outside University policy,
an exceptional approval is required in addition to
the manager's. Listed below are selected payment requests
that may require special approvals:
Activity |
UC
Policy Source |
UCI
Policy Source |
Authorized Approvers |
| Agreements |
Performance fees over:
$2,000 outside Student Affairs
$25,000 within Student Affairs |
DA
1058 |
Section
712-12
IDA
052 |
Vice
Chancellor, A&BS |
| Service
agreements |
DA
1058 |
IDA
435 |
Vice
Chancellor or Assoc Vice Chancellor, A&BS
Director, UCIMC
Dean, COM
Redelegations
|
| Business Meetings & Entertainment |
All
entertainment events
Hospitality expenses while traveling
|
BUS-79 |
Section
701-20
|
Host
of the event and a level-up approver |
Business meetings
Programmatic activities
Recruitment
On-the-job meals
|
BUS-79 |
Section
701-20 |
Department head (or equivalent authority) |
Employee recognition and morale-building events
Holiday
events
Cash to non-profit w/meal
Spouse attending event
Tickets to entertainment or sporting events |
BUS-79 |
Section
701-20
IDA
444 |
Exec Vice Chancellor
COO, UCIMC
Campus Controller
Vice Chancellors
Deans
Associate Chancellor
Assoc Exec VC
Assoc Vice Chancellors
Director-Intercollegiate Athletics |
| Honoraria
(see also Quick
View: Honoraria) |
Honoraria
up to $5,000
(Payments to UC faculty require EVC approval, limited to $1,000 per event and exceptions to $2,000 per event. Faculty who are also Senior Managers are not eligible.) |
D-371-35
APM-666
|
IDA
449 |
Exec
Vice Chancellor
Vice Chancellors
CEO, UCIMC
Deans |
| Honoraria
up to $10,000 |
D-371-35 |
IDA
449 |
Executive
Vice Chancellor
Redelegations |
| Honoraria
over $10,000 |
D-371-35 |
IDA
449 |
Chancellor |
| Memberships
|
| Memberships
in other than social organizations |
G-43
|
|
Department
head or designee (Form U242, an equivalent form, or
electronic record must be on file) |
| Social
memberships |
G-43 |
|
Chancellor |
| Purchasing |
Reimbursement
to employee for an unauthorized purchase (neither
PAL card or P.O. was used)
Reimbursement for direct vendor billing
without a P.O.(except for membership dues and registration
fees) |
BUS-43,
Part 3, VIII |
Section
707-10
IDA
386 |
Under
$500: Vice Chancellor or Dean
Redelegations
Over $500: Director-Materiel &
Risk Mgt
|
| Removals |
| Staff
personnel, expenses over 50% |
G-13
DA
0001
DA
0184 |
Section
715-16
IDA
345 |
Vice
Chancellors or Deans |
| Academic
Personnel, expenses over 50% |
G-13
DA
0001
DA
0184
|
Section
715-16
AP 007 |
Chancellor |
| Travel |
Missing
receipts
Payment for another's expenses |
IRS
Pub. 463
G-28
|
IDA
324 |
Approvers
of exceptions to travel policy
Redelegations |
| Private
aircraft, within policy |
G-28 |
IDA
107 |
Director-Materiel
& Risk Mgt |
| Private
aircraft, outside policy |
G-28 |
IDA
107 |
Chancellor |
CONTACT
Accounting Office - Accounts Payable/Payquest
(949) 824-8338
POLICIES & PROCEDURES
Federal/State Laws
IRS
Publication 463, Travel, Entertainment, Gift, and Car
Expenses
California Fair Political Practices Commission
Limitations
and Other Restrictions on Gifts, Honoraria, Travel, and
Loans
Statement
of Economic Interests, Form 700
UC Business and Finance Bulletins
BUS-79,
Expenditures for Entertainment, Business Meetings, and Other
Occasions
BUS-43,
Materiel Management (BUS-43,
Part 3, VII, Unauthorized Purchases)
G-13,
Policy and Regulations Governing Moving and Relocation
G-28,
Policy and Regulations Governing Travel
Accounting Manual
D-371-35,
Disbursements: Honorarium Payments
UC Delegations of Authority
DA
0001, Removal Expenses, Staff Personnel
DA
0184, Removal Expenses, Exceptions
DA
1058, Execution of Agreements
UCI Administrative Policies & Procedures
Section 700-09,
Policies on Gifts, Gratuities and Conflict of Interest
Section
701-06, Processing and Distribution of Checks
Section
707-12, Guidelines for Securing Services of Independent
Contractors
Section
712-10, Guidelines for Securing the Services of Independent
Consultants
Section
712-12, Guidelines for Performance Agreements
UCI Delegations of Authority
AP 007, Removal
and Moving Expenses: Academic Appointees
IDA 052, Performance
Agreements for Concerts, Lectures, Rental of Films and Various
Theatrical or Musical Productions (Service Agreements)
IDA 107, Approve
Use of Private Aircraft
IDA 345, Moving
Expenses for Professional/Support Staff and Managers/Senior
Professionals
IDA 435, Service
Agreements
IDA 386, Employee
Reimbursements
IDA 449, Honoraria
IDA 444, Exceptional Approval for Business Meetings, Entertainment and Other Occasions
|
