Hospitality Policy, Forms & Payments

1. Hospitality Policy, Forms & Payments

2. Hospitality Payment or Reimbursement of Expenses • Source: • CSU Policy Number 1301.00 • Revised: December 15, 2011 • http://www.calstate.edu/icsuam/sections/1000/1301.00.shtml

3. Definition of Hospitality • 408      Hospitality – the provision of meals (catered or restaurant) or light refreshments (beverages, hors d’oeuvres, pastries, cookies), entertainment services, promotional items, gifts, awards and service recognition. Hospitality includes expenses for activities that promote the university to the public, usually with the expectation of benefits accruing directly or indirectly to the CSU.

4. What Hospitality is and isn’t • Is: • Promotes University to the public • Meals, beverages, light refreshments • Promotional items (CSUSM name or logo required) • Gifts, Awards (paid out of an appropriate fund) • Napkins, paper goods, cutlery • Anything needed for serving or eating the food • Flowers if given away at the event • Isn’t: • Table linens • Room or chair rentals • Set-Up Fees • Flowers if NOT given away at the event

5. Changes • Use of a Blanket Hospitality Form is no longer available. • All students, recruitment candidates, volunteers and speakers have been added to the official guest definition. • Employee meetings and recognition events maximum per person rate for meals (Breakfast, lunch, dinner and light refreshments; include all costs, taxes and fees).

6. Definition of Employee Meetings & Recognition Events • 403Employee Meetings and Recognition Events – meetings which serve a CSU business purpose and are generally administrative in nature such as CSU systemwide meetings of functional offices, meetings of the Academic Senate, campus meetings of deans and directors, employee morale functions, extended formal training sessions, conferences, extended strategic planning sessions, and meetings of appointed workgroups and committees.

7. Maximum Per Person Rate WorksheetFor Employee Meetings & Recognition Events • Managing the per person rate is the responsibility of the department. • This worksheet is a tool for the departments. • AP does not need the original or a copy. • Procurement does not need the original or a copy. • Keep this original for your department files.

8. New Forms – effective 5/1/12 • Hospitality Form • Hospitality Form Instructions • After-the-Fact Memo • Maximum Per Person Worksheet • Funding Sources Matrix

9. Funding Sources Matrix

10. UARSC and ECS • If you are using UARSC funding, the Hospitality Form is only needed if ECS is coordinating your event and you are purchasing hospitality items.

11. Questions • Call 760-750-4555 • E-mail procurementservices@csusm.edu • Hospitality Website: • http://www.csusm.edu/procurement/procurementservices/hospitality.html Thank you.