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 594 | Vice Chancellor or Assoc Vice Chancellor, A&BS Director, UCIMC Dean, COM Redelegations |
Business Meetings & Entertainment | |||
Within-policy 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) |
Holiday events Cash to non-profit w/meal Spouse attending event Employee recognition and morale-building events Tickets to entertainment or sporting events Exceptions to policy |
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, Section III, Part 1, H | Section 707-10 | Department head or designee Over $500: Director-Purchasing & Risk Svcs |
Removals | |||
Staff personnel | G-13 | Section 715-16 | Vice Chancellors Deans |
Academic personnel | G-13 | Section 715-16 IDA 588 |
Deans EVC/P designee |
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-Purchasing & Risk Svcs |
Private aircraft, outside policy | G-28 | IDA 107 | Chancellor |
CONTACT
Accounting Office - Accounts Payable
(949) 824-3662
POLICIES & PROCEDURES
Federal/State Laws
IRS Publication 463, Travel, Entertainment, Gift, and Car Expenses
California Fair Political Practices Commission
The Political Reform Act
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, Section III, Part 1, H. Unauthorized Purchases)
G-13, Policy and Regulations Governing Moving and Relocation
G-28, Policy: Travel Regulations
Accounting Manual
D-371-35, Disbursements: Honorarium Payments
UC Delegations of Authority
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
IDA 588, 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 594, Service Agreements
IDA 449, Honoraria
IDA 444, Exceptional Approval for Business Meetings, Entertainment and Other Occasions