Hospitality at Cal Poly

What Is Considered Hospitality?

Hospitality expenses are costs incurred in connection with official University business that involve hosting guests or employees.

Hospitality event types may include, but are not limited to:

• Meetings and conferences
• Training sessions and workshops
• Recruitment activities
• Donor or alumni engagement
• Official recognition or award events

Hospitality types may include, but are not limited to:

• Meals or refreshments
• Awards or prizes
• Promotional or branded items
• Gift cards
• Activities

All hospitality expenses must have a clear business purpose and demonstrate a direct benefit to the University.

Allowable Expenses and Limits

Allowable hospitality expenses and spending limits are defined in the Hospitality policy.

Please note:

• Allowability may vary based on the fund source
• Requirements may differ depending on the audience and nature of the event

Departments are responsible for reviewing policy requirements before incurring expenses.

Required Approvals

• SBS approval is required for gift cards
• CFO approval is required for any exception to gift card requirements
• See the Gift Cards site for details
• Vice President approval is required to exceed all other hospitality limits

All required approvals must be obtained when applicable and included with the request for payment or reimbursement.

Hospitality Justification Form

All hospitality expenses must include a completed Hospitality Justification Form.

• CSUBUY purchases require use of a Hospitality requisition with an attached quote.
• Travel Cards and ProCards require the Hospitality Justification PDF to be attached and submitted with supporting documentation (such as invoices or original receipts) when requesting payment or reimbursement.

Required Information

The justification form must include:

• Event agenda or description
• Type of event (e.g., business meeting, official guest, employee recognition, reception, fundraising, community outreach, etc.)
• Indication of whether the event is recurring
• A clear and specific business purpose sufficient for third-party review
• Type of hospitality (meals/refreshments, awards, promotional items, etc.)
• Event location and date
• List of attendees and their business relationship to the University
• Cost per attendee
• For large events where individual names are unknown, a description of the group and the estimated cost per attendee

Departments are responsible for ensuring all documentation is complete and that required approvals are obtained before submitting requests for payment or reimbursement.

Expenses That Are Not Allowed

Hospitality funds may not be used for:

• Personal or social gatherings without a business purpose
• Alcohol, unless specifically approved and allowable by policy
• Expenses that primarily benefit individuals rather than the University

Payment Methods for Hospitality

Hospitality expenses may be paid using CSUBUY, Travel Cards, or ProCards, depending on the type of purchase and funding source.

Departments should refer to the Hospitality Payment Matrix below for detailed guidance on appropriate payment methods, documentation requirements, and approval thresholds.

Hospitality Payment Matrix

updated: 3/20/2026

* Hospitality Justification form is being built in Concur, can be used for travel card or ProCard

Planning Tips and Best Practices

• Consider alternatives to gift cards (e.g., Cal Poly–branded items), as gift cards are considered cash
• Keep costs reasonable and aligned with the event's business purpose
• Plan ahead for required approvals
• Retain all supporting documentation

Early planning helps avoid processing delays and ensures compliance with CSU and campus policies.