For Seminar Hosts

The department typically pays for one meal (lunch or dinner) per visitor for the following seminar series:

• Geometry and Analysis Seminar 

• Mathematics Colloquium 

• Algebra and Number Theory Seminar 

• Other Seminars not listed above will be considered by request to the Department Chair and Manager

➡️  Hosts should keep total dinner costs within $300. Exceptions may be approved in advance by the Department Chair, but the $300 limit should be treated as the standard guideline for hosted meals.

➡️  Please note that expenses for spouses or partners cannot be reimbursed.

➡️   Alcohol is not reimbursable.  If alcohol is included on a meal receipt, please ask for it to be billed separately or pay for it personally

➡️   Meal reimbursements must stay within UC maximum allowable rates per person, which include food, beverages, tax, and tip. 

Per-person Spending Rates

• Breakfast (7:00 am - 11:00 am): $34.00

• Lunch (11:00 am - 4:00 pm): $59.00

• Dinner (4:00 pm - 11:00 pm): $103.00

➡️   Please ensure gratuity does not exceed 25% of the pre-tax meal total, in accordance with UC and Divisional guidelines.

CruzFly is UCSC’s Expense Reporting System. CruzFly allows expense and credit card reports to be submitted electronically for automated approval routing and review.​ When ready, please submit your reimbursement in CruzFly and list the Department Manager as the approver.

When submitting the reimbursement in CruzFly, please include the following details for all attendees:

• Full name
  
  

• Affiliation (e.g., UC Santa Cruz, another university, etc.)
  
  

• Role (e.g., Faculty, Speaker, VAP, Graduate Student, etc.)

Please use the following fund acccount codes:
• Fund: 20086
• Org: 403135 (Math Department Operating Budget)

The account code is 001251.

Also, be sure to track expenses under the appropriate activity codes:

• MAGCOL – Math Graduate Colloquium

• MAUCOL – Math Undergraduate Colloquium

• MAEIM – Math Experiences in Math

• MAGAS – Math Geometry & Analysis Seminar

• MAANT – Math Algebra & Number Theory Seminar

Step 1: Create your “Expense Report Header” and Save

Click CREATE in the Expenses section of your account dashboard to create a new expense report.  The initial Approver is the Department Manager.  Entertainment Included = YES

Step 2:  Adding Out-of-Pocket Expenses to Your Expense Report

Next, click ADD EXPENSE in the middle of the screen, or the plus (+) sign at the top of the screen.

Step 3: Select Create New/Entertainment/Local Entertainment

Step 4: Complete the Form/Upload Receipt / Save 

Last Step – SUBMIT

This is a reminder that Division policy restricts us from any meal reimbursements when a UCSC faculty member is the speaker.

Summary of PB Sci Divisional policies related to guest speakers who are UCSC employees/affiliates:

UCSC FACULTY GUEST SPEAKER:

• No meal reimbursement, other than colloquium light refreshments*, when seminar or colloquium speaker is faculty local to UCSC Campus (from host department or other department).

• OK to have local faculty as guest at meal if talk is part of the pre-tenure or tenure review process. Local faculty as guest is otherwise not allowed. Must use unrestricted funds.

• Reimbursement will be determined on a case-by-case basis if guest speaker is emeritus. In general, if emeritus faculty member is recalled, on active duty, then reimbursement is NOT allowed. If emeritus is not active, then reimbursement will be looked at on a case-by-case basis.

• *Light refreshments provided in conjunction with colloquium presentation is allowed.

UCSC AFFILIATE - NON-FACULTY - GUEST SPEAKER:

• OK, whether the seminar speaker is internal or external to the Department, when attendees at the meal include students or postdocs from the department (aside from those in his or her immediate research group).

• OK if seminar speaker is a postdoc or in a similar title, and will be expected to be giving job talks with associated seminar dinners at other institutions.

• As a general rule, cannot have local speakers with only faculty as meal attendees.

Honoraria may be offered at the Chair’s discretion for distinguished talks, provided they comply with university policy and funding regulations.

 Please obtain the Chair’s approval in advance before offering an honorarium to any speaker.  The department’s maximum honorarium amount is $250.

UC employees and certain visa holders are not eligible for honoraria. 

• H1B visa holders not sponsored by UCSC are ineligible to receive payment from UCSC, except for travel reimbursements

• Visa B1, B2, WB/WT have restrictions

Please review the following guide for more details: Foreign National Visitor / Nonresident GLACIER Guide

This guide is intended for Departments processing Accounts Payable payments to Foreign Nationals. It covers the type of payments to non-U.S. and non-Permanent Resident Alien payees that require a GLACIER record. It explains processes to ensure we properly withhold tax and report payments.

The Glacier process is not required for reimbursements (it is not a taxable payment). The following are taxable payments and do require Glacier:

○ Wages

○ Nonqualified Scholarship/fellowship

○ Guest speaker fee/Honorarium

○ Consulting fee/Contractors

○ Artist/performance fee

○ Royalties (copyright and industrial)

○ Prize/Awards/Other income