Hospitality

Who is expected to follow the Hospitality Policy?

The policy applies to all hospitality expenses incurred by the University, the Foundation, The Forty Niner Shops and Associated Students Inc. The Auxiliaries and departments may choose to implement more restrictive policies.

What events are not considered hospitality?

Many events and activities are not considered to be true business hospitality. Generally, if there is no guest-host relationship and/or the event is not hosted by the University or one of its representatives.

Such events include officially recognized events hosted or sponsored by the University of Foundation where the majority of the participants are expected to be from outside the University community (eg. conferences, forums, tournaments, auto shows, etc.); third party events not hosted by the University or Foundation but in which employee attendance is considered appropriate (eg. award banquets, recognition dinners, etc); and integral grant expenditures (eg. a training grant or food bank).

Supply related items such as snack foods for the childcare center, food for farm or lab animals, items used in research or beverages for the President’s visitors are not considered hospitality expenses.

What is the allowable per-person maximum for hospitality?

Meal type	Maximum per Person	Maximum before July 1, 2007
Breakfast	$23	$18
Lunch	$34	$18
Dinner	$58	$45
Light Refreshment	$15	$12

When a hospitality expense exceeds the per-person maximum provided in the chart above, the hospitality is considered exceptional. Exceptions require a written justification for the overage and the approval from a Vice President, the Director of Athletics, or the Auxiliaries Executive Officer/General Manager. This authority may not be delegated any further.

Note: The fact that actual costs exceed the authorized rates is not, in itself, adequate justification for an exception request for overages. The justification must include why adherence to policy was unavoidable and necessary to achieve a University business purpose.

How is the per person maximum calculated?

The person maximum is calculated by dividing the total amount charged for food, beverage, tax, gratuity and service charge by the total number of actual attendees. If food is being ordered, the estimated number of attendees should be used when choosing the appropriate menu items.

Who can approve standard hospitality?

In order to ensure that the approval of hospitality is entirely independent, individuals with delegated approval authority shall not approve the expenses of a person to whom they directly report. The approving authority is the next highest level.

Standard hospitality may be approved by the Vice President, Associate Vice President, College Dean, Executive Assistant to the President (or higher level), the Director of Athletics and the Auxiliaries Chief Executive Officers.

College Deans may delegate authority only to the Associate Dean and/or Administrative Services Manager.

Division Heads may only delegate approval authority to their Fiscal Officer.

This authority may not be delegated any further.

A Principal Investigator or Project Director, who is also a Dean, may approve project or grant expenditures other than their own. The next highest level of approval is required for expenses incurred by a Principal Investigator or Project Director that is also a Dean.

ASMs who are a Principal Investigator or Project Director may not approve expenses for their own project or grant. A Dean or higher level of approval is required.

Who can not approve hospitality expenses?

Principal Investigators or Project Directors of the Foundation do not have authority to approve hospitality expenses. This is applicable for both discretionary accounts and grant accounts. A Dean may not delegate signature authority to a Principal Investigator or Project Director.

A Principal Investigator or Project Director, who is also a Dean, may approve project or grant expenditures other than their own. The next highest level of approval is required for expenses incurred by a Principal Investigator or Project Director that is also a Dean.

ASMs who are a Principal Investigator or Project Director may not approve expenses for their own project or grant. A Dean or higher level of approval is required.

Is an original receipt required? What if the receipt is unavailable?

Two things are required of a receipt to substantiate a hospitality expense: (1) demonstration of cost – what was purchased and (2) proof of payment. The host is required to provide receipts that food, beverage, tax, service and gratuity charges.

For an amount $50 or more, an original itemized receipt is required. A credit card receipt alone is not sufficient. If an original receipt is unavailable, provide a photocopy of the receipt.

If a copy is provided, complete a Request for Exception to Policy and include an explanation that the receipt is lost or unavailable and the reason. If using CSU Operating funds, you must also indicate if alcoholic beverages were purchased.

Requests for Exceptions may only be approved by the Vice Presidents, the Director of Athletics, and the Auxiliaries Executive Officer/General Manager. This authority may not be delegated any further.

Do I need a guest list…always?

A guest list is required including participant names, their titles, and affiliation to the University. For a large function with 100 or more participants, it may not be feasible to provide a guest list so a copy of the flyer, invitation or other announcement may be provided in lieu of a guest list. Examples of large events are guest lecture receptions, Kaleidoscope, parent or student orientation weekends, graduation receptions, department open houses, etc.

Will the University reimburse or pay hospitality expenses for a spouse or significant other?

Hospitality expenses of a spouse or significant other of the guest or the official host may be reimbursed as an exception to policy provided the attendance of that person serves a bona fide University business purpose. Participation in official University functions that require the attendance of a spouse or domestic partner may be considered a bona fide business purpose. Following are examples of events that may require the attendance of a spouse or significant other.

Recruitment: At some recruitment functions it is customary for the spouse of a host or guest to be present. On such occasions, you can reimburse or pay for the hospitality expense related to the spouse or significant other. You must explain the business related purpose for such attendance and acquire exceptional approval on the Request for Payment/Reimbursement of Hospitality Expense form.

Fund raising: A spouse's participation is sometimes integral to the success of fund-raising events. On such occasions, you can reimburse or pay for the hospitality expense related to the spouse or significant other. You must explain the business related purpose for such attendance and acquire exceptional approval on the Request for Payment/Reimbursement of Hospitality Expense form.

University functions: Spouses can act as CSULB representatives at official functions, such as hosting receptions for new students or faculty. On such occasions, you can reimburse or pay for the hospitality expense related to the spouse or significant other so long as the guests are official and the hospitality relates directly to CSULB business. You must explain the business related purpose for such attendance and acquire exceptional approval on the Request for Payment/Reimbursement of Hospitality Expense form.

In the context of hospitality, a significant other is the non-married partner of a CSULB staff or faculty member. This term applies to both same-sex and different-sex couples.

Will the University pay or reimburse hospitality expenses that include alcohol?

Enterprise funds may be used to pay for or reimburse the cost of alcohol as long as there are no restrictions on the funding source disallowing the expense.

The CSU Operating Fund may not be used to pay for or reimburse these types of events.

Will the University pay or reimburse for a “working lunch”?

The cost of a working lunch, either on or off campus, may be paid for or reimbursed by the University if it is included as part of a scheduled meeting that takes place over an extended period of time or could not be held during normal business hours.

Reimbursement or payment will not be allowed when two or more persons from the same work location choose to go to lunch together to continue their business as an incidental part of the meal or when the meeting could have been held during normal business hours.

Funding

Definitions

Exceptions