Overview
The Accounts Payable Entertainment Form is used to obtain advance approval to spend university funds on promotional meals or refreshments with official guests (e.g. potential donors, seminar speakers, workshop facilitators, candidates for positions). This form is not required for student-sanctioned events.
This form is available to All University of Idaho Employees.
Form
Instructions for filling out form, including a link to the State of Idaho Meal and Reimbursement Policies
- Required fields include:
- Is this a blanket entertainment form (yes/no)
- Event Location
- Index/Activity/Fund
- Alcohol included (yes/no)
- The form checks that valid emails are provided and present as users in the Etrieve system.
- Purchaser or Pcard Holder (Required)
- Purchaser Supervisor (Required)
- Fiscal Officer or Designee Email (Optional)
- Dean or Provost (Optional)
Workflow
The Approval Workflow Consists of the following steps:
- Form is submitted and routed to Pcard Holder for Approval
- If approved, form routed to Purchaser's Supervisor
- If Fiscal Officer is provided, form is routed to them for approval
- If Dean or Provost is provided, form is routed to them for approval
- Upon final approval, emails are sent to the following individuals.
- Originator
- Purchaser's Supervisor
- Fiscal Officer
- Dean or Provost
Document Storage
The final document is not stored in Etrieve Content. The form submitter receives a notification to submit the signed reimbursement form to the Chrome River Expense report supported by itemized receipts for processing.
Additional Information
Link to Form
Additional Images