Accounting Office

Hosting & Official Functions

An official host represents the University at a business meeting, entertainment event, or other official occasion and is responsible for ensuring that the event serves a valid University purpose.

The person who arranges or pays for the event is not automatically the official host.

Who does what?

Role Primary responsibility Important distinction
Official host Represents the University at the event and confirms its University business purpose Must attend unless another University employee is designated to represent the University
Event coordinator or payer Arranges logistics, makes reservations, incurs the expense, or prepares the documentation May be different from the official host
Concur Delegate Assists with preparing the Expense Report and attaching documentation The host and person who incurred the expense remain responsible for the information
Approver Evaluates the business purpose, allowability, funding, documentation, and policy compliance May not approve their own expense or approve an expense when a prohibited conflict exists

Before the event

Identify the official host, confirm the University business purpose, and determine whether the event requires any additional approval. See the applicable Business Meetings or Entertainment guidance for allowable expenses and limits, and Required Documentation & Receipts for supporting documentation requirements.

Hosting situations

  • The expense requires a documented bona fide University business purpose and the additional approval required under BUS-79 and UCR procedures. Obtain required approval before the event whenever possible.

  • Identify the individual acting as the University’s representative and follow UCR’s reporting requirements. An attending UCR employee may still be required under the applicable process.

  • The cost may be allowable only when the companion’s presence serves a bona fide University business purpose. Exceptional approval and written justification may be required.

  • The host may not approve their own expense. Route the expense to another authorized approver at the appropriate organizational level.

  • When a department head, dean, vice chancellor, or another senior official is the host, route the expense to the next authorized approval level required by UCR delegation.