To assist units in the Division of Academic Affairs with exceptions, prior expense approvals, honoraria and reimbursement submissions that may require EVC review and approval, please refer to the following guidelines (revised 12/11/2023):
- Prior approval and exception requests should be submitted to approvals@evc.ucsb.edu.
- Requests for prior and/or exceptional expenditures should be submitted on:
- For Travel Prior Approval - Academic Affairs “Request for Travel Approval” form.
- For Entertainment Prior Approval - “Prior and/or Exceptional Approval Request” form.
- For all Exceptions - "Prior and/or Exceptional Approval Request" form.
- Approved prior and/or exceptional expenditure approvals should be attached to the expense report in Concur.
- Best Practice: Obtain prior approval for any travel and entertainment expenditures before they are incurred.
- For exceptional requests, back up documentation must include, at minimum:
- For Travel - meeting/conference/event invitation, agenda, or schedule; receipts that support the request; a justification along with a reference to the policy you are seeking exception for.
- For Entertainment - attendee list with full names and affiliations; invitation, agenda, or schedule; receipts that support the request; a justification along with a reference to the policy you are seeking exception for.
- Note that alcoholic beverages are not considered an exception to policy within the Division of Academic Affairs. Review policy for any restrictions on fund source.
- In Concur, when EVC approval is required for an expense report, add Carli Ruskauff as an Ad Hoc Approver.
- Honoraria requests that require EVC approval should be submitted as a request memo from or via the dean/AVC detailing the proposed academic nature of the program and relevant background of the individual proposed to receive the honoraria payment.
- Memos should be submitted to approvals@evc.ucsb.edu.