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, approval requirements, 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 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
| Types of Purchases | CSUBUY (Online Requisition) | ProCard (Do Not Exceed $5K) | Travel Card |
|---|---|---|---|
| Alcohol | Hospitality requisition – Alcohol | Yes, attach Hospitality Justification PDF – Non-state fund | Yes, attach Hospitality Justification PDF – Non-state fund |
| Audio/Visual | Hospitality requisition – Other | Yes, attach Hospitality Justification PDF | No |
| Awards | Hospitality requisition – Awards | Yes, attach Hospitality Justification PDF | No |
| Branded Items with business purpose (returning to Cal Poly) – band uniforms, branded pop-up tents, table linens and signage | Goods & Services requisition – Marketing or Branded Items | Yes, with Comms & Marketing (UCM) approval and Hospitality Justification form | No |
| Catering | Hospitality requisition – Catering (if Alcohol is included, use Alcohol instead) | Yes, attach Hospitality Justification PDF | Yes, attach Hospitality Justification PDF |
| Entertaining Services | Hospitality requisition – Entertaining Services | Yes, attach Hospitality Justification PDF | Yes, attach Hospitality Justification PDF |
| Gift Cards | No, except CPP or Bookstore (see Gifts – CPP below) | Yes, pre-approval (Gift Card Request form) – Must name recipients, with Hospitality Justification form | No |
| Gift Cards – Campus Dining & Bookstore Only | Hospitality requisition – Other | No | No |
| Gifts | Hospitality requisition – Award | Yes, attach Hospitality Justification PDF | No |
| Gifts – CCP (Plant Shop, Creamery, Cal Poly Meats) | Hospitality requisition – Award | Only if low-dollar and no other payment type available | No |
| Hosted Meal | N/A | No | Yes, attach Hospitality Justification PDF |
| Promotional Items | Hospitality requisition – Promotional Items | Yes, attach Hospitality Justification PDF | No |
| Rentals for Events | Hospitality requisition – Other | Yes, attach Hospitality Justification PDF | No |
| Snacks, Coffee, Water for Department Guest (majority Amazon) | Punch out | Yes, attach Hospitality Justification PDF | No |
| Team Building Swag – Promo Items | Hospitality requisition – Promotional Items | Yes, attach Hospitality Justification PDF | No |
| Team Building Activity | Hospitality requisition – Team Building Activities | Yes, attach Hospitality Justification PDF | No |
| Uniforms (Non-Reimbursable Only) | Goods & Services form – Marketing or Branded Items | No | No |
| Venues | Hospitality requisition – Venue | Yes, attach Hospitality Justification PDF | No |
| Volunteer T-shirts (business purpose, not coming back) | Hospitality requisition – Promotional Items | Yes, attach Hospitality Justification PDF | No |
Important: Card usage must align with hospitality policy and any applicable MCC restrictions.
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.