Hospitality FAQs

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Our department needs to hold a meeting which is administrative in nature and the meal is a necessary and integral part of the business meeting. Is that allowable?

This activity falls under “Meals and Light Refreshments (non-alcoholic) for business meetings and events attended ONLY by employees of the same work location where the participants are required to work through the meal period (campus)” and is permitted if the meal is integral to the business function, infrequent and modest. Meals or light refreshments (limited to no more than twelve times per year, per group) provided in the course of an event may not exceed the maximum per person rate for breakfast ($35), lunch ($50), dinner ($75) and light refreshments ($60). These rates are inclusive of beverages, labor, sales tax, delivery fees, and other service fees
Does “light refreshment” include hors d'oeuvres?

Yes.
Which category would I use for a Faculty/staff social event with a business purpose, or “Faculty/staff picnics & holiday gatherings with business purpose?”

Recognition Events including employee morale functions (must serve a bona fide business purpose).
We have a recruitment interview, where the panel will be required to stay in the room all day. Is providing lunch allowable?

Yes, this activity falls under “Meals and Light Refreshments (non-alcoholic) for business meetings and events attended ONLY by employees of the same work location where the participants are required to work through the meal period (campus)” and is permitted if the meal is integral to the business function, infrequent and modest. Meals or light refreshments (limited to no more than twelve times per year, per group) provided in the course of an event may not exceed the maximum per person rate for breakfast ($35), lunch ($50), dinner ($75) and light refreshments ($60). These rates are inclusive of beverages, labor, sales tax, delivery fees, and other service fees.
Can I send gift or flowers?

To employees, no. For non-employees, and for state funds, typically, no. Gifts or flowers are not permissible when there is solely a personal benefit. There may be justification if the intended business purpose complies with campus, CSU, IRS and Government Code restrictions. Gifts or flowers may be permissible with auxiliary funds. See General Expense Matrix.
I would like to meet with my colleague over lunch to discuss a business topic, can I be reimbursed?

Reimbursement for meals is not permissible when there is solely a personal benefit. In general, business meetings with individual colleagues are not permitted when the meeting can take place during business hours.
Can I provide lunch for an all-day meeting?

Meals and light refreshments for business meetings and events attended only by employees of the same work location is permissible if the participants are required to work through the meal period. Meals and light refreshments for business meetings attended by official guests can be permissible.
Can I use state funds to have a retirement party?

Parties are not allowable with state funds. An employee can be recognized and issued an award for their service – minimum of 5 years. For auxiliary funds, see the General Expense Matrix.
For employee morale purposes, I would like to use state funds to provide a departmental welcome breakfast each time we bring a new employee. Is this permitted?

Public expenditures that are driven solely by personal motives are not permissible with state funds.
I would like to purchase coffee and water for my department to consume. Is that allowable with state funds?

Refreshments solely for personal use is not permitted with state funds. This may be allowable for areas who host suppliers, donors, etc., on a regular basis. For auxiliary funds, see the General Expense Matrix.
Refreshments solely for personal use is not permitted with state funds. This may be allowable for areas who host suppliers, donors, etc., on a regular basis. For auxiliary funds, see the Hospitality Matrix.

a. Gift cards, flowers, non-cash gift as a thank you to consultants, guest speakers, etc.
b. Gifts for employee birthdays, weddings, baby showers, etc.
c. Farewell gatherings and retirement parties.
d. Bereavement or sympathy gifts.

For auxiliary funds, see the General Expense Matrix.
Events and Conference Services is managing my event. Who completes the hospitality forms?

The hospitality form is the responsibility of each department. Each department is responsible for
providing what budget accounts they will be using for food and are accountable for all applicable guidelines
pertaining to their budget or special project.
We want to donate to a local non-profit organization and wonder if this is an allowable expense.

This is not an allowable Hospitality expense.

Excerpt from CSU Policy.
“The California gift of public funds doctrine set forth in the California Constitution, article XVI §6, prohibits the giving or lending of public [state] funds to any person or entity, public or private, unless there is a public purpose.”
My event is already approved, but my headcount has increased. My actual costs will be more than initially estimated. Do I have to submit another Hospitality form?
Only if the increased headcount causes your price per person cost to increase. If you are adding additional services that were not included on the original Hospitality form, then a new Hospitality form is in order.
Should my blanket Hospitality form include totals?

Yes, even though you may not have finalized costs you have estimated costs and a budget. Every effort should be made to show how the budget associated with your Blanket Hospitality will be utilized.
Are we allowed to purchase graduation stoles/sashes, cords, or medallions for students, and are they considered Hospitality?

If the item(s) is given only to select students as an award for an exemplary accomplishment with specific eligibility criteria (honors, participation/completion of specialized programming), it is an allowable Hospitality, and a Hospitality form is needed. (Simply graduating is not considered an exemplary accomplishment in this case.)

If the item(s) is given to all students (no particular accomplishment - simply graduating does not count) and the students paid a fee that includes a cord or sash, it is allowable and considered a program expense/fee. This is not a Hospitality expense; therefore, a Hospitality form is not needed.

If the item(s) is given to all students (no particular accomplishment - simply graduating does not count) and the students DID NOT pay a fee that includes a cord or sash, it is considered a gift and gifts are not permissible.
I understood the first right of refusal for the bookstore applies to items with a CSUSM logo. Is that still the only condition?

It applies not only to logo items but anything with CSUSM lettering and anything that implies association with CSUSM.
How do I calculate the cost per person for the meal I am providing at my event?

The per person cost for a meal should include food, beverage, service charges, tax, and gratuity divided by the number of anticipated participants.
Are faculty allowed to rent or purchase Regalia for graduation and if so, is a Hospitality form required?

A department may rent regalia if it is a requirement that a faculty wear regalia as part of a University Event, e.g., Commencement. The University bookstore has the First Right of Refusal for renting faculty regalia. If the University bookstore is not able to fulfill the request a First Right of Refusal is required before renting faculty regalia from a different source. No Hospitality form is required.

The University may not reimburse faculty in part or in full for the purchase of regalia that becomes the personal property of the faculty. It is considered a gift of state funds, and gifts using state funds are not permissible
I have a workshop/training that will take place over several non-consecutive days. Is this considered a blanket hospitality event or a single hospitality event?
This is considered a single hospitality event since it is a continuation of your original event and not a completely new event.
We are doing a faculty search to fill a vacancy within our department. The interviews for this position will take place over several days with several candidates. Do I need to do a blanket hospitality for this event?
Faculty/staff searches that take place over multiple days with multiple candidates are considered one event as long as the search is to fill a single vacancy.
What is the difference between a donation and a sponsorship?
A donation and a sponsorship are two different things:
1. Donations are considered a gift of public funds, with nothing received in return, thus not allowable using state funds.
2. Sponsorship always has benefits to the campus – like advertising in a program, during a presentation, or a logo on banners, etc. Sponsorship is allowable using State funds.
- - A sponsorship is a contribution to the cost of an event in return for advertising or promoting the University. This includes the cost of a vendor table at external events.
  - All sponsorship payments must include as backup a document from the vendor or from their website showing the requested sponsorship level and the benefits to be received.
  - Additionally, a sponsorship payment that includes attendance at a community relations activity or fundraising event is considered Hospitality and must include documentation of the individual names, affiliations, and direct or indirect benefit to the University to be derived from the expense on the Hospitality form.

Need Assistance?

For assistance, please email Hospitality@csusm.edu