The Meeting & Entertainment Payment Request form is intended for requesting payment of catering and other event-related expenses only when the vendor does not require a contract.
The form is generally submitted after the event; however, a deposit payable to the vendor may be required before your event. In this case, submit one form before the event to request payment of the deposit and another form after the event to pay the final invoice.
For more information on meeting and entertainment policies and procedures, refer to Meeting & Entertainment Expenses.
Do not use the Meeting & Entertainment Payment Request form for the following:
- When contracting with a non-UC facility (e.g., hotel, conference center, restaurant), follow the Facility Rental procedure to have the contract reviewed by your Department-Assigned Buyer and create a purchase order (PO) with the vendor before the event. Then, follow the Facility Rental Payment Processing Instructions to request payment for any deposit or payment due.
- Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your Department-Assigned Buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.
Instructions
1. Accessing BearBuy
2. Navigating to the Meeting & Entertainment Payment Request Form in BearBuy
3. Completing the Meeting & Entertainment Payment Request Form
4. Submitting the Meeting & Entertainment Payment Request Form in BearBuy
Frequently Asked Questions
How do I view the payment status of the voucher?
How do I request rush processing of my request?
Should I submit the deposit payment request and final payment request together?
Can I add more than one Meeting & Entertainment Payment Request form to my cart?
When does exceptional approval apply?
How do I request payment of a deposit if I don't have all the information required on the Meeting & Entertainment Payment Request form?
How do I request to make the final payment?
Can I pickup the check in-person from Accounts Payable?
Can I request that the check be mailed to my department?
Can I pay for meeting and entertainment expenses on a UCSF Procurement Card (P-card) or Corporate Travel Card?
Should I ask the vendor to submit the invoice through Transcepta?
Last Revised: December 2022
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