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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Hospitality (Food) and Entertainment

Providing food, drinks, entertainment, etc. for people who are guests, customers or employees of the organization.

Requisition Required?

Yes, if contract is required. If no contract, then see Payments and Approvals section for options.

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?


Additional Forms or Requirements?

Must complete the applicable Hospitality form.


If the supplier/vendor will be coming onto campus, the supplier/vendor must be reviewed by Purchasing. Pre-approved catering options are available through the 49er Shops.

Limits are set by occasion and funding source.

Risk Management Review Required?


Payments and Approvals

  1. Check or ACH payments are issued for POs and direct payment requests
    Documents required for this type of payment:
  2. Pcard or One Card when no contract required
    Documents required with month-end approved ProCard statement:

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requestor or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Additional Notes

Common GL Account(s) to Use

  • 660922 - Hospitality Expense
  • 660042 - Recruitment and Employee Reloc

Refer to your Division/College/Department for additional policies and procedures.