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.s
html
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.
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
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).
Definition of Employee Meetings &
Recognition Events
 403 Employee 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.
Maximum Per Person Rate Worksheet
For 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.
PROCUREMENT SERVICES
HOSPITALITY, PAYMENT OR REIMBURSEMENT OF EXPENSES
MAXIMUM PER PERSON RATE WORKSHEET
FOR
EMPLOYEE MEETINGS AND RECOGNITION EVENTS ONLY
Reference: CSU Hospitality, Payment or Reimbursement of Expenses, Employee Meetings and Recognition Events,
Policy Number 1301.00, Section 403 (Definition) & 501, revised December 15, 2011.
http://www.calstate.edu/icsuam/sections/1000/1301.00.shtml
HOSPITALITY FORM #
DATE
REQUESTOR
REQUESTOR EXT. #
Number of Invoices Submitted
MAXIMUM PER PERSON RATES (CHECK ALL THAT APPLY)
Breakfast
Lunch
Dinner
Light Refreshments
$25.00
$50.00
$75.00
$60.00
COMPLETE FOR ACTUAL EXPENSES
Inclusive of the total cost of food, utensils, paper goods (except table cloths), beverages, labor, sales tax, delivery
fees, and other service fees.
Total Per Person Cost MUST NOT EXCEED the Maximum Per Person Rates
Total Expense
Total Number of
Guests
Breakfast
Lunch
Dinner
Light Refreshments
Form to be held in Department for audit purposes.
Total Per Person Cost
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
Will calculate per person
cost once you enter total
expense and # of Guests
New Forms – effective 5/1/12
 Hospitality Form
 Hospitality Form Instructions
 After-the-Fact Memo
 Maximum Per Person Worksheet
 Funding Sources Matrix
Funding Sources Matrix
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.
Questions
 Call 760-750-4555
 E-mail procurementservices@csusm.edu
 Hospitality Website:
 http://www.csusm.edu/procurement/procurementservi
ces/hospitality.html
Thank you.