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CALIFORNIA STATE UNIVERSITY, SAN BERNARDINOHOSPITALITY POLICY
BUSINESS RELATED FOOD EXPENSE POLICY Superceded by:
BACKGROUND: Executive Order 761 authorizes the use of
university funds to pay for hospitality expenses that are consistent with the
mission and fiduciary responsibilities of the university. This
"Hospitality Policy" supercedes the campus "Business Related
Food Expense Policy" and applies to activities that promote the university
to the public and outlines how university funds may be used for such purposes. PROCEDURES: Allowable Expenses and Occasions Hospitality expenses must be directly related to, or associated with, the conduct of official university business. When a university employee acts as an official host, the occasion must, in the best judgment of the approving authority, serve a university business purpose, with no personal benefit derived by the official host or other university employees. In addition, the expenditure of funds for food should be reasonable and in accordance with the best use of public funds. Payment or reimbursement is not permitted for the following types of occasions: employee birthdays, weddings, anniversaries, farewell gatherings, holiday celebrations, and occasions such as Secretary's Day. When determining whether a hospitality expense is appropriate, the approving authority must evaluate the:
Host to Official Guests The university may serve as host to official guests, including visitors from other universities, students, members of the community, university employees visiting from another work location, or prospective donors. Activities may include but are not limited to campus receptions, public ceremonies, and advisory committee meetings concerned with various aspects of the campus instructional program. Hospitality costs may be reimbursed for prospective employees seeking positions with the university.
When the university is the host or sponsor of a meeting of a learned society or organization, the cost of light refreshments may be reimbursed. Meetings of an Administrative Nature When meetings of an administrative nature are conducted by the university, the cost of meals or light refreshments may be reimbursed. Where meals are involved, they must be a necessary and integral part of the business meeting, not a matter of personal convenience. The cost of meals for employees from the same work location may be reimbursed by the university if a working lunch is included as part of a scheduled business meeting. Reimbursement will not be allowed when two or more employees from the same work location choose to go to lunch together to continue their business as an incidental part of the meal, or when the meeting could have been scheduled during regular work hours.
Hospitality expenses may be approved when the university hosts receptions in conjunction with conferences, meetings, fund raising events, student organization meetings, commencement and alumni functions. Hospitality expenses may also be authorized when the university hosts receptions for employee recognition, length of service awards, or retirement presentations. Approval of Transactions Approval for official university hospitality expenses must be obtained from the Provost/Division Vice President, or his/her designee. The Hospitality Form (see attachment) must specify the following: a. Type and date of event b. Type of food expense (e.g., breakfast, lunch) c. Department name and chargeable account number d. Number of participants (with attached guest list) e. Average cost per person f. Nature of the occasion or purpose of the meeting g. Vendor providing the food h. Signature of approving authority i. A meeting agenda must be attached to the Hospitality Form.
Hospitality expenses may be paid from various university fund sources, subject to the rules outlined below and the restrictions identified in Table 1. There are four types of funds available for the payment of hospitality expenses: General Fund Appropriations, Special Funds, Auxiliary Organization Funds, and Trust Funds.
The following provisions, in addition to those identified in Table 1, apply to the use of General Fund appropriations:
SPECIAL FUNDS (Housing, Parking) The following provisions, in addition to those identified in Table 1, apply to the use of these Special Funds:
Auxiliary Organization Funds may be used to fund hospitality events, but only within the restrictions established by the auxiliary organization. Expenses for alcoholic beverages, tobacco products, gifts, and awards may be charged to Auxiliary Organization Funds, subject to the policies and restrictions established by this policy and the auxiliary organization.
Various non-State funds controlled by the university may be used to fund official business, but only within the restrictions set forth in this policy. In the event of a conflict between the terms of the fund and university policies, the more restrictive of the two policies shall apply. Alcoholic beverages and gifts may not be charged to trust funds. Expenditures from trust funds are restricted to the purpose for which the trust fund was established. Expenditures for food must be included in the trust fund description to allow for such expenditures. TABLE 1
*Extended Learning may use funds generated from program offerings to purchase alcohol served in conjunction with a meal and gifts which are presented to visiting dignitaries when the meal and/or gift is associated with the conduct of business or for public relations.
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