Hospitality Expenses
Hospitality expenses include but are not limited to meals (catered or restaurant) and light refreshments (for example, beverages, hors d'oeuvres, pastries or cookies). The provision of hospitality may not be solely a matter of personal convenience.
What hospitality expenses are permissible?
University officials may use or approve the use of University funds to pay for hospitality expenses directly related to or associated with the active conduct of official University business. Expenditures must clearly be consistent with the mission and fiduciary responsibilities of the University.
How much can I spend?
The expected cost of a hospitality expense must be weighed against the importance of the event, the benefits to be derived from such an expense, the availability of funds, and any alternatives that would be equally effective in accomplishing the desired objectives.
Due to the varied nature and objectives of University activities, there is no single rule to apply with respect to cost parameters for hospitality expenses. At times, utilizing an expensive venue may be necessary to accomplish an official University purpose, for example, solicitation of a large donation. At other events, for example, a University recognition event, food costs should not exceed per diem rates set by the California State University Board of Trustees.
Types of Hospitality Expenses and Instructions for the Directive No. 11 form:
- Hospitality expenses at University sponsored or hosted meetings, conferences, receptions, activities or events where official University Guests are present.
- Hospitality expenses at University sponsored or hosted meetings, conferences, receptions, activities or events where NO official University Guests are present.
- Hospitality expenses at University sponsored or hosted meetings, receptions or conferences of learned societies or organizations where official University guests are present.
- Meeting rooms and supplies for University sponsored or hosted meetings, conferences, receptions, activities or events, regardless of whether or not official University guests are present.
- Gifts, entertainment, decorations, meeting rooms or hospitality expenses for University employee or student retirements, birthdays, weddings, anniversaries, Secretary's Day, or other similar non-University sponsored events.