Hospitality

Hospitality Open Lab

Open Lab for Hospitality allows Campus Customers to ask questions and get answers from the Payment Services team in real-time. Campus Customers can come in and out of the Open Lab as their schedule permits.

Open Labs are on Thursday from 11:00 am to 12:00 pm

Join the Open Lab

Hospitality is the provision of meals (catered or restaurant) or light refreshments (beverages, hors d’oeuvres, pastries, cookies, etc.), entertainment services, promotional materials, awards, and service recognition. Hospitality includes expenses for activities that promote the university to the public, usually with the expectation of benefits accruing directly or indirectly to the university.

Hospitality Justification Policy

It is best practice to fully read through the CSU and CSUB policies to gain a better understanding of the procedures the University follows.

If you have further questions on the business processes after reading both the CSU and CSUB policies and procedures, it is recommended to attend an Open Lab session to get your questions answered by the Payment Services staff in a live session.

Hospitality Justification Policy

Training Videos

How to Complete a hospitality justification form

Click here to download the quote used in - How to Complete a Hospitality Justification Video

Use the tables and matrix below to assist you with your hospitality purchases and expenses.

Maximum Per Person Rates for Hospitality Meals & Light Refreshments

Meal Type	Maximum Cost Per Person
Breakfast	$30
Lunch	$40
Dinner	$75
Light Refreshments	$30

Hospitality Justification Form Matrix

An Official Guest is considered a person who is 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.

	Will there be any Official Guests at the function?
	yes	no
Hospitality Form Required?	yes	yes
Account to Charge	Hospitality - 660828	Other Costs - 660090

Hospitality Matrix: Funding Sources for Payment of Hospitality Expenses

Type of Expense	CSU Operating Funds	Auxiliary Funds	Trust Funds
Alcoholic beverages	No	Yes	Yes
Entertainment services	No	Yes	Yes
Food & beverages for meetings attended only by employees of the same work location	Yes	Yes	Yes
Food/snacks and beverages	Yes	Yes	Yes
Food and beverage for meetings and events with Official Guests	Yes	Yes	Yes
Awards for employees - cash equivalents	No	No	No
Awards for employees - tangible items	No	Yes	Yes
Participation incentives for students or individuals participating in a campus event or a research-funded survey or study	Yes	Yes	Yes
Membership in social organizations	No	Yes	Yes
Personal events: birthdays, anniversaries, weddings, baby showers, etc.	No	Yes	Yes
For use by the President's Office only: President's length of service awards (at least 5 years of service)	Yes	Yes	Yes
Retirement awards for 25 years of Service - please see the Procurement website	Yes	Yes	Yes
Promotional items for non-employees	Yes	Yes	Yes
Student Activities: recruitment, recognition, commencement, etc.	Yes	Yes	Yes
Tobacco and tobacco products	No	No	No

Hospitality Award Matrix

Recipient	Type of Award	State Funds (BKCMP)	Auxiliary Funds	Trust Funds
Employees	Cash Equivalent Awards	Not allowed	Not allowed	Not allowed
Employees	Tangible Awards	Not allowed	No preauthorization required. Process in P2P or use ProCard.	No preauthorization required. Process in P2P or use ProCard.
Students and Visitors	Cash Equivalent Awards	Preauthorization required. Acknowledgment form required. Charge on a ProCard.	Preauthorization required. Acknowledgment form required. Charge on a ProCard.	Preauthorization required. Acknowledgment form required. Charge on a ProCard.
Students and Visitors	Tangible Awards	No preauthorization required. No acknowledgment form required. Process in P2P or use ProCard.	No preauthorization required. No acknowledgment form required. Process in P2P or use ProCard.	No preauthorization required. No acknowledgment form required. Process in P2P or use ProCard.

Foundation Hospitality Policy Matrix

Business Unit	University Advancement (UA)	Non-University Advancement
BKFDN	Follow Foundation Hospitality Justification Policy & Procedure. No Hospitality Justification Form Required. (Event flyer or email required.)	Follow Hospitality Justification Policy & Procedure. Hospitality Justification Form must be signed by VP of University Advancement.
Not BKFDN	Follow Hospitality Justification Policy & Procedure. Hospitality Justification Form Required.	Follow Hospitality Justification Policy & Procedure. Hospitality Justification Form Required.

Payment Services does not handle parking permit participation incentive. For further information, please contact the Cashiers Office at cashiersoffice@csub.edu.