Hospitality

It is the policy of the California State University (CSU) that expenses may be paid to the extent that such expenses are appropriate, reasonable and serve a purpose consistent with the mission and fiduciary responsibilities of the CSU. The policy governs the manner and extent to which the CSU and its auxiliaries may provide hospitality to its employees, students, donors, guests, and volunteers.

Updates as of may 1, 2020:

Revised Section 800 REVIEWER AND APPROVAL ROLES AND RESPONSIBILITIES to clarify submitter, reviewer, approver, and Accounts Payable roles and responsibilities

Hospitality Forms and Guidelines

Hospitality Guidelines

Hospitality Form

General Expense Matrix

General Expense Type Category	Funding Source
Expenditures/Occasions	All University CSU Trust/Operating Funds (excluding 496)	Auxiliary Funds must comply with Auxiliary procedures (85xxx per written agreement)	496 Misc. Trust Funds
Alcoholic Beverages, including tax, gratuity and service charges.	No	Yes	Per written Agreement
Meals and Light Refreshments (non-alcoholic) for business meetings and events attended by official guests e.g., employees from another work location (campus), students, donors, individuals being recruited for employment, visitors & volunteers.	Yes¹	Yes¹	Per written Agreement
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).	Yes¹	Yes¹	Per written Agreement
Awards and Service Recognition, Retirement - minimum 5 years of service.	Yes²	Yes	Per written Agreement
Bereavement Gift Expenditures such as flowers, plant, or card for employees or former employees.	No	Yes	Per written Agreement
Personal Benefit (weddings, anniversaries, baby showers, get well, and birthdays).	No	No	No
Entertainment Services e.g., equipment and venue rental, décor, music & performers.	No	Yes	Per written Agreement
Employee Meetings & Recognition Events including employee morale functions (must serve a bona fide business purpose).	Yes	Yes	Per written Agreement
Gifts with expectation of benefit or other bona fide business purpose (other than gifts to federal officials).	No	Yes	Per written Agreement
Professional Organization Meeting	Yes	Yes	Per written Agreement
Promotional Items - Non-Employees	Yes	Yes	Per written Agreement
Promotional Items - Employees	Yes²	Yes	Per written Agreement
Memberships in Social Organizations e.g., University clubs, civic organizations.	No	Yes	Per written Agreement
Community Relations/Fundraising	Yes	Yes	Per written Agreement
Receptions - held in connection with conferences, meetings of learned society or professional organization, meetings of student organizations and meetings of other CSU related groups.	Yes	Yes	Per written Agreement
Spouse or Domestic Partner hospitality expense with bona fide business purpose.	Yes	Yes	Per written Agreement
Student recruitment, student recognition events, and commencements (subject to related policies such as the gift card policy or student payment policy).	Yes	Yes	Per written Agreement

Footnotes:

1) Meals or light refreshments provided to employees may be 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 ($25), lunch ($50), dinner ($75) and light refreshments ($60). These rates are inclusive of beverages, labor, sales tax, delivery fees, and other service fees.
2) Cash and cash equivalent items such as a gift card and gift certificate, no matter how small, are always taxable to the employee as wages. A non-cash award or prize may have a taxable consequence to the employee if it does not meet the IRS definition of de minimus and infrequent. Refer to IRS for tax rules in resources and materials section.

For assistance, email: accountspayable@csusm.edu