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Resource & Operations

Division Approval Process

Hospitality Expenses Policy and Procedures

Important Links:

AA STATESIDE Hospitality/Docusign Checklist (optional attachment above):

One DocuSign Hospitality form is required per event; an event, which takes place over multiple consecutive days, is considered one event. One DocuSign Hospitality form may be submitted for multiple dates of the same event type (one umbrella form). 

  • All costs for an event should be included on the form (room, catering, promotional items, etc.)
  • Confirm funds requested match supporting documents.
  • Product requests require an estimate and itemized list.
  • Include agenda, flier, invitation, or event announcement and for smaller events, a list of attendees and their affiliation to the university (student, employee, etc.). Dates must match request.
  • If this is a catering event, please attach the catering estimate/quotes for all expenditures and cost per person.  Must be on Approved Caterers list.
  • Include guest list that states if they are official guests or employees, how many attending, and cost per person for food and items.
  • Attach ECS quote or other event location quote to show full of the cost of the event.
  • Attach Alcohol Approval form if event is on campus  and includes alcohol (do not use 48500 funds).
  • For Provost signature, add Level 2 Reviewer Maria Rasimas and Level 2 Approving Authority, "Graham Oberem" on signature line, using this email only: provost@csusm.edu
  • Please submit at least 10 business days before event.  
  • If request is submitted after the fact, include a memo to explain why.
  • If using 485xx funds for meals confirm official guests in attendance. Official guests defined as: a person invited by an official host to attend a CSU meeting, conference, reception, activity or event.  Examples of official guests include employees visiting from another work location, students, donors, recruitment candidates, volunteers, members of the community, or media representatives.
  • Additional hospitality questions?  Contact accountspayable@csusm.edu

NEED Provost's signature if event is over $500 or events that include alcohol, recreational, sporting or entertainment events (any amount).

Please Review Guidelines:

Funding Sources for Payment of Hospitality Expenses
Hospitality Expenses CSU Operating Fund (485) Other University and Auxiliary Funds  Trust and Agency Funds held for Third Parties
Alcoholic Beverages No Yes Written Agreement
Awards and Service Recognition Yes Yes Written Agreement
Entertainment Services No Yes Written Agreement
Meals and Light Refreshments (other than alcoholic beverages), for meetings and events attended by only employees of the same work location No Yes Written Agreement
Meals and Light Refreshments (other than alcoholic beverages), for meetings and other events attended by official guests Yes Yes Written Agreement
Membership in Social Organizations No Yes Written Agreement
Promotional Items Yes Yes Written Agreement
Tobacco Products No No Written Agreement
Maximum Per-Person rates for Hospitality Meals and Light Refreshments 
 Meal Type *Maximum Per Person
Breakfast $25.00
Lunch $50.00
Dinner $75.00
Light Refreshments $60.00

* The maximum per person calculation is created by dividing the total amount charged for food, beverage, tax, gratuity and service charge by the total number of actual attendees.

Questions related to Academic Affairs Resources & Operations, contact Maria Rasimas at mrasimas@csusm.edu