The University's Hospitality Expenses Policy and University’s hospitality procedures governs the manner and extent to which the University and its auxiliaries may provide hospitality at meetings, events and occasions that promote the University’s mission. The Hospitality Policy ICSUAM 01301.00 applies to all hospitality expenses incurred by the University, the University Foundation at Sacramento State (Foundation), University Enterprises, Inc. (UEI), University Union, Associated Students Inc. (ASI) and Capital Public Radio. The Auxiliaries and departments may choose to implement more restrictive policies.

The Hospitality Justification Form should be used for any purchase defined as hospitality:

• Entertainment services: Reasonable expenses as part of a public purpose event, including equipment and venue rental, décor, music, and performers.
• Food and beverage: Reasonable provision of a meal (catered or restaurant) or light refreshments (beverages, hors d’oeuvres, pastries, cookies).
• Awards and prizes: Items of value given in recognition of service to the university or achievements benefiting the university, or for other occasions that serve a bona fide business purpose.
• Promotional items: Items displaying the university's name, logo, or other identifying icons such as keychains, coffee mugs, calendars, or clothing.

The approving authority is responsible for determining whether a hospitality expense is appropriate and compliant with policy and procedures, and to ensure the hospitality expenses serve a clear University business related purpose.

The University employee who has been granted authority, by the CFS Delegation of Authority process, to approve the use of funds. Individuals with delegated approval authority may not approve their own expenses, and individuals may not approve the expenses of their manager. The approving authority must be the manager or above of the official host and was not a recipient of the expense.

All hospitality expenses must have a completed Hospitality Justification Form submitted along with supporting backup documentation such as a quote, invoice, and itemized receipt when requesting payment or reimbursement. There is a Hospitality Justification-User Guide available for assistance when filling out the form.

For Accounts Payable & Travel payments, it is required to have a signature on the supporting Hospitality Justification Forms, except for Concur.

For ProCard statements, it is not mandatory to have a signature on the Hospitality Justification Form itself unless specific exceptions apply. A VP/Provost signature is required on the form if any of the following conditions are met:

• The per person meal cost exceeded the limit
• Pre-approval for alcohol at an employee-only event is needed.
• The event involves recreational, sporting, or entertainment activities.
• The expense includes the participation of a spouse, domestic partner, or significant other of an employee.

In all other cases, obtain the appropriate approver's signature when submitting the ProCard statement for approval through the Adobe Sign Process. Please note that individuals holding the ProCard are not authorized to approve their own hospitality transactions.

When submitting your invoices, reimbursements or reconciling your ProCard statement, the Hospitality Justification Form must be submitted along with the following supporting documentation:

• Invoices
• Itemized receipts
• Event agendas or flyers
• A list of recipients along with their relationship to the University (if needed)
• Approved Payments to Student Form (if needed)

This documentation will ensure that all hospitality expenses are accounted for and properly justified.

If multiple hospitality transactions correspond to the same event, you can use multiple line items on a single form to justify the transactions. However, a single form cannot be used to document different events.

Hospitality activity and expenses while on business travel status must be in accordance with hospitality policy and guidelines. Reimbursement is made through the Travel Reimbursement process in Concur and categorized as hospitality with a Concur Hospitality Justification.

• Who can be an Official Host?
  • An official host must be an university employee.
  • An official host cannot be
    • A department
    • A student
    • An interview candidate
• What is the allowable per-person maximum for hospitality?
  • Breakfast=$40, Lunch=$50, Dinner=$85, Light Refreshments=$40
    • Includes Sales Tax, Tip (Max 20%), Service Charge, Linens, Delivery Fees, etc.
  • When a hospitality expense exceeds the per-person maximum provided in the chart above, the hospitality is considered exceptional. Exceptions require a written justification for the overage and the approval from a Vice President, or the Auxiliary Organization Executive Officer. This authority may not be delegated any further. The approved justification must include why adherence to the policy was unavoidable and necessary to achieve a University business purpose.
  • There will be a $20/person cap for alcohol, and the total of all food and drink, including tax, gratuity, and service charge for meals, as noted in the hospitality policy, still applies.
• Is an original receipt required? Yes. If purchased using a Sacramento State ProCard, only an itemized receipt is required (proof of purchase, but not proof of payment). If, however the purchase is paid by personal credit card, check, cash, or other personal means (non-Sacramento State paid), then an itemized receipt (proof of purchase) and a payment receipt (proof of payment) are required. An itemized receipt or invoice must include the merchant or provider name, a detailed list of the service(s) or item(s) purchased, date, and amount of expense. Handwritten receipts, bank statements, credit card statements, and/or credit/debit card transaction receipts cannot be used as proof of purchase.
  • If an itemized receipt or invoice is unavailable, include a signed certification statement to be reviewed and approved/authorized by the approving official for this hospitality expense.
• Do I always need to submit an attendee list? An attendee list is required including participant names, their titles, and business relationship to the University. For a large function with 25+ participants, please include a general description of the attendees and their business relationship to the University. Examples of large events are guest lecture receptions, Kaleidoscope, parent/student orientation weekends, graduation receptions, department open houses, etc.
• What are allowable funding sources for hospitality? Please review Appendix A in our University Hospitality Procedures.
• Who can approve exceptions to the Hospitality Policy? In order to ensure that the approval of hospitality is entirely independent, individuals with delegated approval authority shall not approve the expenses of a person to whom they directly report. The approving authority is the next highest level. Approval is delegated to Vice Presidents when a hospitality expense per person meal exceeded the limit; preapproval alcohol at employee only event; recreational, sporting, or entertainment events; or spouse, domestic partner, or significant other of an employee. For all other exceptions, the President may make a limited exception to the hospitality policy and procedures. The purpose for the exception must be documented and signed by the President.
• What should a hospitality statement of justification include? The justification must include a description of the event and the related business purpose. It must also explain why the meal was a necessary and integral part of the meeting or event.
• What is an Employee Only Event? An event the ONLY consists of employees, if there are outside persons attending, ie. . Any employee only events will be subject to pre-approval for events with alcohol.