Hospitality at Cal Poly
Supporting Business-Related Hosting and Events
The Cal Poly Hospitality program supports campus departments in hosting business-related meetings, events, and activities that advance the University's mission. All hospitality expenses must be reasonable, appropriate, and compliant with CSU Hospitality and Cal Poly Hospitality policies.
This site provides guidance on allowable expenses, payment methods, and best practices to help departments plan and process hospitality expenditures efficiently.
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, Approvals, and Limits
Allowable hospitality expenses, approvals 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.
Hospitality Justification Form
All hospitality expenses must include a completed Hospitality Justification Form.
- CSUBUY P2P purchases require use of a Hospitality requisition with an attached quote.
- CSUBUY eMarketplace purchases require the Hospitality Justification PDF to be attached to the order.
- Travel Cards and Reimbursements require a Hospitality Justification Request to be linked to the expense report. See Hospitality Guides for instructions.
- ProCards purchases require a Hospitality Justification Request be printed to PDF and attached to ProCard statement. See Hospitality Guides for instructions.
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
Hospitality Payment Matrix
updated: 5/7/2026
See the Hospitality policy for more information on payment methods.
| Payment Type: | CSUBUY P2P (online requisition) |
PROCARD | TRAVEL CARD | NON-TRAVEL REIMBURSEMENT |
|---|---|---|---|---|
| Do Not Exceed Amount: | None | $5K | Hospitality expenses for hosting locally or while traveling (Travel Expense Report Only) | $1.5K Faculty $500 Staff |
| Form Type: | Hospitality Requisition | Concur Hospitality Justification Form Request PDF | Concur Hospitality Justification Form Request | Concur Hospitality Justification Form Request PDF |
| Types of purchases | CSUBUY | PROCARD | TRAVEL CARD | NON-TRAVEL REIMBURSEMENT |
| Alcohol | Hospitality requisition - Alcohol | Alcohol* attach Concur Hospitality Justification pdf - Non-state fund |
Alcohol*, attach Concur Hospitality Justification Request | Alcohol* attach Concur Hospitality Justification Request - Non-state fund |
| Audio/Visual | Hospitality requisition - Other | Other Hospitality w/comment attach Concur Hospitality Justification pdf |
No | |
| Awards | Hospitality requisition - Awards | Awards/Gifts* - Flowers, Trophy or Award, Other (Comment Required) attach Concur Hospitality Justification pdf - Non-state fund |
No | No |
| Branded Items w/ business purpose (returning to Cal Poly) - branded pop-up tents, branded table linens and signage (i.e."tradeshow" items) | Goods & Services requisition - Marketing or Branded Items | Promotional Items attach Concur Hospitality Justification pdf |
No | No |
| Catering (typically meal brought in and/or set menu) | Hospitality form - Catering (if alcohol is included, use Alcohol instead) |
Catering* attach Concur Hospitality Justification pdf |
Catering* attach Concur Hospitality Justification Request |
No |
| Entertaining Services | Hospitality requisition - Entertaining Services | Entertainment Services* attach Concur Hospitality Justification pdf - Non-state fund |
No | No |
| Gift Cards | No, except CPP or Book Store (see Gifts-CPP below) |
Awards/Gifts* -Gift Cards attach Concur Hospitality Justification pdf - Non-state fund |
No | No |
| Gift Cards - Campus Dining & Bookstore ONLY | Hospitality requisition - Other | No | No | No |
| Gifts | Hospitality requisition - Award | Awards/Gifts* - Flowers, Trophy or Award, Other (Comment Required) attach Concur Hospitality Justification pdf |
No | No |
| Gifts - CCP (Plant shop, Creamery, Cal Poly Meats) | Hospitality requisition - Award | Only if low-dollar and no other payment type available Awards/Gifts - Flowers, Trophy or Award, Other (Comment Required) attach Concur Hospitality Justification pdf |
No | No |
| Meal (typically at restaurant) | N/A | No | Meals and Refreshments (Non-Alcohol)* - Breakfst, Lunch, Dinner, or Light Refreshment attach Concur Hospitality Justification Request |
Meals and Refreshments (Non-Alcohol)* - Breakfst, Lunch, Dinner, or Light Refreshment attach Concur Hospitality Justification Request |
| Promotional Items | Hospitality requisition - Promotional Items | Promotional Items attach Concur Hospitality Justification pdf |
No | No |
| Rentals for events | Hospitality requisition - Other | Other Hospitality w/comment attach Concur Hospitality Justification pdf |
No | No |
| Snacks, coffee, water for department guest (majority Amazon) | punch out | Other Hospitality - comment required attach Concur Hospitality Justification pdf |
No | No |
| Team building swag - Promo items | Hospitality requisition - Promotional Items | Promotional Items attach Concur Hospitality Justification pdf |
No | No |
| Team Building Activity | Hospitality requisition - Team Building Activities | Team Building Activities* attach Concur Hospitality Justification pdf |
Team Building Activity* attach Concur Hospitality Justification Request |
No |
| Uniforms (NON-REIMBURSEABLE only) | Goods & Services form - Marketing or Branded Items | Participation Incentive attach Concur Hospitality Justification pdf |
No | No |
| Venues | Hospitality requisition - Venue | Venue Rental attach Concur Hospitality Justification pdf |
No | No |
| Volunteer T-shirts (business purpose not coming back) | Hospitality requisition - Promotional Items | Promotional Items attach Concur Hospitality Justification pdf |
No | No |
* 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.