Hospitality Payment or Reimbursement of Expenses Source: CSU Policy Number Revised: December 15, 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 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 , Section 403 (Definition) & 501, revised December 15, HOSPITALITY FORM # DATE REQUESTOR REQUESTOR EXT. # Number of Invoices Submitted MAXIMUM PER PERSON RATES (CHECK ALL THAT APPLY) Breakfast $25.00 Lunch $50.00 Dinner $75.00 Light Refreshments$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 GuestsTotal Per Person Cost Breakfast #DIV/0! Will calculate per person cost once you enter total expense and # of Guests Lunch #DIV/0! Dinner #DIV/0! Light Refreshments #DIV/0! Form to be held in Department for audit purposes. 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.

New Forms – effective 5/1/12 Hospitality Form Hospitality Form Instructions After-the-Fact Memo Maximum Per Person Worksheet 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 Hospitality Website: ces/hospitality.html Thank you.