Hospitality is the provision of meals (catered or restaurant) or light refreshments (beverages, hors d’oeuvres, pastries, cookies, etc.), promotional materials, gifts, and travel expenses of official guests of the university. 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 and may include the provision of gifts, awards, and promotional materials.
Allowable Hospitality Costs and Events
- Breakfast up to $25 per/person
- Lunch up to $35 per/person
- Dinner up to $75 per/person
- Light Refreshments up to $35 per/person
- Attendance at civic, cultural, or sporting events
- Travel-related costs for guest speakers
- Gifts (see separate Gift Policy)
- When hosting official guests
- Retreats, meetings, and business meals
- Meetings of a learned society or organization
- Student-oriented meeting
- Meetings with donors and prospective donors
- SF State or UCorp receptions honoring achievements by students or employees (light refreshments)
- Faculty/staff picnics, holiday gatherings, and parties
- Meetings of an administrative nature that concern the welfare of SF State or UCorp
Hospitality limits include tax and tip, but do not include ancillary charges such as room or equipment rental. Alcohol may be included as part of the overall rate.
Every hospitality event must include both an Official Host and and Official Guest per the definitions below:
An Official Host is employed by SF State or UCorp and is a CSU trustee, auxiliary governing board member, or university or auxiliary employee who hosts guests at a meeting, conference, reception, activity, or event for the active conduct of "CSU business.”
An Official Guest is not employed by SF State or UCorp and is “a person invited by an official host to attend a CSU meeting, conference, reception, activity, or event. Examples of official guest include employees visiting another work location, students, donors, recruitments candidates, volunteers, members of the community, or medic representatives.”
Exception: meals or refreshments for an entire department or work group are allowed.
Disallowed Hospitality Costs
- Meals that do not include an entire department or work group
- Meals for meetings that could have occurred during regular work hours
- Costs related to tobacco or tobacco products
- Hospitality costs that are of personal nature and not related to the active conduct of official CSU business will not be paid for or reimbursed. Examples include, but are not limited to, flowers as an expression of sympathy, employee birthdays, weddings, anniversaries, and baby showers. (Farewell gatherings for employees separating with at least 5 years of service are permissible.) (per ICSUAM Section 1301.00)
- Hospitality expenses will not be paid or reimbursed for membership in social organizations, activities or entertainment services that discriminate based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, veteran status, or disability. (per ICSUAM Section 1301.00)
Exceptions to the Hospitality Policy
- One-time exceptions to standard hospitality policies and rates may be addressed on page (3) of the hospitality form, “Authorization for Exception to the Hospitality Policy”.
- Exceptions include amounts that exceed the normal allowable rates, receipts submitted after 90 days, or any other exception that might have occurred. All original (or certified) receipts must be attached to the package, and a justification for the exception must be clearly stated.
- The completed form must be submitted to the appropriate VP for approval. (Note: the Provost also requires the Dean’s signature on the claim form.) The form is then submitted to UCorp for further processing, including obtaining the signature of the CFO. UCorp will only issue payment after all appropriate signatures are obtained.
Completing the Hospitality Form
- Form: Hospitality Request for Payment
- Chartfield: The Account Number for Hospitality is 660950
- Make Check Payable To: Complete as indicated
- Description of Activity: Be sure to complete all fields in this section, including the Business Purpose.
Participants: If the event included 25 gift/award recipients or fewer, each recipient must be listed on the form. The first three (3) may be listed on page 1 or 2, and the remaining participants can be listed on page 2 of the form. If there are more than 25 recipients, state the exact number of participants on page 1- this is required information and the payment will not be processed without it. If participants are part of a confidential study, see "Study Participants” policy.
- Certifications: The payee will sign as “Claimant”. This signature is not required for direct payments to vendors; it is only required for reimbursements. The Authorized Signature cannot be the same as, or a subordinate of, the Claimant. This means that reimbursements to the Project Director must be signed by the Dean, and reimbursements to the Dean must be signed by the appropriate VP.
- Exceptions: See above.
This page was last updated on November 13, 2017.