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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.

Hospitality Forms and Guidelines

 

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, d├ęcor, 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

For assistance, email: accountspayable@csusm.edu