Academic Affairs Subunit Budget Analysts / Coordinators Group
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 'blanket' 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. (Student workers are not considered official guests unless the event is for students)
- 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
