Accounts Payable Updates

Page 8, Prohibited Column, added International supplier purchase.

All Tables in the Hospitality Guidelines have been numbered and included in the Table of Contents:

• Table 1. General Expense Matrix (Page 5).
• Table 2. Food and Beverage Per Person Limits (Page 9).
• Table 3. Approvals (Page 13).
• Table 4. Supporting Documentation (Page 14).
• Table 5. Hospitality Matrix for Approvers (Page 15).
• Table 6. Roles and Responsibilities (Page 16).

Section 2. Definitions:

• New Definition: Catering Services (Page 2).
• Updated Definition:  Employee Meetings and Recognition Events (Page 2).
• Updated Definition:  Participation Incentives (Page 3).
• Updated and Renamed Definition:  Professional Organization Meetings and Business Meetings (Page 4).

Table 1. General Expense Matrix:

• Renamed Expenditures/Occasions:  Professional Conference, Meeting or Reception to Professional Meeting, Business Meeting, Conference or Reception (Page 6).
• Updated Footnote 1 (Page 7).

Section 3: Unallowable Expenditures

• Updated Unallowable Expenditures, Paragraph 1 (Page 8).

Table 2. Food and Beverage Per Person Limits:

• Updated Footnote 1 (Page 9).
• Removed Footnote 2 (Page 9).
• Footnote 3 renumbered to Footnote 2 (Page 9).

Section 6. Awards and Prizes:

• Updated Paragraphs 8 and 9 (Page 10).

Section 7. Participation Incentives:

• Added last sentence to Paragraph 1: Food items are not considered participation incentives (Page 10).
• Updated last bullet item at top of Page 11.

Section 8. Gift Cards:

• Updated Paragraph 2 (Page 11).

Section 11. Approvals and Supporting Documentation:

• Previous table updated and replaced with two new tables (Tables 3 and 4):
  • Table 3. Approvals (Page 13).
  • Table 4: Supporting Documentation (Page 14)
• Additional Changes to Tables:
  • Table 5. Hospitality Matrix for Approvers.  New line added under 'Unit' for
    • CSUSM Corporation (81XXX and 86xxx projects) (Page 15).
    • Table 6. Roles and Responsibilities. Updated 3rd bullet under Requester Submitter Responsibility (Page 16).

APPENDIX A:  FAQs:

• FAQ 23 added (Page 21).

Complete update of the ProCard Agreement Form.  The previous form will expire on 1/23/2024.

Page 12: Approvals and Supporting Documentation:  Updated PAT member hospitality approvals guidelines; updated language in Hospitality Approvals matrix to read:  "Level II Approving Authority over $500."
Page 13: Updated PAT member hospitality approvals in matrix and footnote.
Page 18: Added CSUSM Regalia Website link.

• 660820 (Other Hospitality) and 660962 (Promotional Items). Under the Category and Change columns, the following text was added to the end of the sentence, "and awards."
• 660944 (Other Awards/Honors) and 660945 (Incentives).  Under the Category column, the following paragraph was added.  Monetary awards paid to employees or student assistants must be made through Payroll.

• If cards have not been used for six (6) months, card will be closed.
• If packets have not been submitted on the 10th of the following month, cards will be subject to suspension.

Pages 6 and 7, Restricted and Prohibited Purchases, Recommendations. This section has been expanded and replaced with a table covering restricted and prohibited purchases in detail. The table also includes a new section, Recommendations, detailing items that must be paid for by ProCard, and Additional Documents that must be included in the Monthly Reconciliation Submission.

• Advertising (increase from $2,500 to $10,000).
• Added new category, Catering by Sodexo or an Approved Caterer.
• Added new category, Follett Books/Supply Purchases (No Software).
• Added new category, Gordian/JOC Fees (FDMA).
• Hospitality.  $10,000 cap added. Defined to include promotional items, and participation incentives.
• IITS Hardware Technology.  Changed limits.
• Memberships or subscriptions.  Added subscriptions and details about no software or online services.
• Added description to Non-Resident Alien.
• Printing.  Increase from $2,500 to $10,000.