BUSINESS RELATED
HOSPITALITY EXPENSES (Payment and Reimbursement)
Adopted: May 9, 2002
Updated: March 5, 2008
GENERAL STATEMENT
In accordance with Executive Order 761, it is the policy of the University Union
of CSU, Sacramento to use University Union funds for qualified business related
hospitality expenses.
GUIDELINES AND PROCEDURES
Approving Authority: The University Union Executive Director or designee can approve the use of University Union funds for business related hospitality expenses.
To insure the independence of this approval process, those delegated this authority
cannot approve transactions reimbursing themselves. If
the Union Director is the
sponsor then the Associate Director shall approve those funds.
It is the responsibility of the approving authority to insure these expenses serve
a clear university business related purpose. It is also the responsibility of
the approving authority to insure the employee who made the purchase or is being
reimbursed derived no personal benefit.
Allowable Expenses: Business related hospitality expenses include meals, light refreshments, promotional materials, gifts, awards and travel expenses associated with University Union events. Gifts are something of value given to an individual, group or entity with the expectation of benefit accruing to the University Union. Awards are gifts of tangible personal property in recognition of service or achievement directly benefiting the University Union. Promotional materials are gifts that are distributed to promote the name or image of the University Union and/or the University.
Allowable expenses must be directly related to the conduct of official U niversity U nion business. The approving authority must evaluate the importance of the event in terms of the costs that will be incurred, the benefits to be derived from such an expense, the availability of funds and any alternatives that would be equally effective in accomplishing the desired objectives.
A brief statement of justification explaining how the expense fulfills these guidelines must accompany the purchase requisition or authorization for payment or reimbursement. This statement should also include a list of those who attended the event. Those expenses related to an employee while that employee is on travel status are separately addressed. Expenses resulting from gifts and awards must also conform to
all IRS and Franchise Tax Board regulations.
The following are examples of occasions when the provision for allowable business
related hospitality expense is permitted:
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When the University Union hosts official guests. These include people invited
by a university Union representative to attend a University Union event.
• When the University Union is the host or sponsor of a meeting of a professional organization. • When the University Union is the host or sponsor of meetings of an administrative nature that are directly related to the welfare of the University Union. In these instances, the hospitality must be a necessary and integral part of the business meeting and not a solely a matter of personal convenience. • When the University Union host’s receptions held in connection with conferences, meetings of professional organizations, fund raising events, meetings of student organizations, student events such as commencement exercises and meetings of other university related groups such as alumni organizations and advisory boards. • When the University Union hosts receptions for the benefit of employee morale, employee recognition or length of service awards and retirement receptions. Funding Categories: |
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| *The University Union Executive Director may approve exceptions to the policy. Any approval of the purchase of alcohol requires that the source of funding is other than student fees. |