Hospitality Policy
Campus-Specific Procedures and Enhancements Beyond CSU Systemwide Policy
Table of Contents
Purpose
This site outlines Cal Poly procedural requirements and clarifications that supplement and further define the CSU Systemwide Hospitality Policy.
The CSU Hospitality Policy establishes the minimum systemwide standards. Cal Poly adopts these standards and implements additional controls, including spending thresholds, documentation requirements, and operational procedures. When using Cal Poly Partner funding, please follow their specific procedures found here.
1. Gift Cards – Additional Campus Procedures
Gift cards may only be purchased for specifically identified recipients. Each recipient's name and affiliation must be documented in the ProCard Expense Report. Gift cards must be purchased exclusively using a ProCard.
An exception applies to approved Cal Poly volunteer events (e.g., Commencement and Move-In). For these events, Cal Poly University Store gift cards may be issued and must be purchased through CSUBUY. When submitting the CSUBUY request for payment, a list of recipients must be included with the invoice. Gift cards for on-campus Cal Poly Partner vendors may also be purchased via CSUBUY, provided each card is under $50 and the total purchase does not exceed $500 total.
Employees who receive gift cards totaling more than $100 within a fiscal year must report the total value to Payroll, as this is considered taxable income.
Gift cards are subject to the merchant restrictions and allowable limits outlined below.
| Merchant (where to be used) | Do Not Exceed Amount | Notes |
|---|---|---|
| University Store1 | $100 | General use allowed per policy |
| Nominal 3rd party (i.e. Starbucks, Amazon, Best Buy, etc.) | $25 | Limited to small-value recognition |
| Any Merchant | $100 | Retirement only2 |
1 Purchased gift card can only be used at the University Store
2 Retirement gifts, whether one or the combined value of multiple gifts exceeding $100 must be reported to Payroll at least 60 days prior to the employee's retirement date to allow for proper tax withholdings, as these are considered taxable income.
2. Maximum Per-Person Rates
Unless otherwise approved by the CFO or designee, the following maximum rates apply per attendee:
| Type/Meal | Do Not Exceed Amount | Per… | |
|---|---|---|---|
| Don't Report | Breakfast2 | $40 | Person per meal |
| Lunch2 | $60 | Person per meal | |
| Dinner2 | $90 | Person per meal | |
| Light Refreshments2 | $40 | Person per event | |
| Alcohol (auxiliary organizations only)3 | $30 | Person per meal/event | |
| Report | Entertainment1 | >$100 | Person per event |
| Gifts (not gift cards)1 | >$100 | Person per event | |
| Awards1 | >$100 | Person per event | |
| Promotional Items1 | >$100 | Person per event | |
| Gift Cards1, 4 | >$100 | Person per year | |
| Purchasing only | Gift Cards (multiple)1, 4 | >$1000 | Total purchase |
1 Anything over $100 total is considered taxable income and manager should report the total amount to Payroll
2 Inclusive of food, beverage, tax, gratuity, service charges, and delivery fees
3 Inclusive of beverage, tax, gratuity and service charges
4 Controller pre-approval
3. Procurement and Payment Procedures
Hospitality expenses must be processed through one of the following approved methods:
- CSUBUY (Hospitality Requisition Form), or
- ProCard and/or Travel Cards reconciled through Concur.
Hospitality expenses are not reimbursable unless expressly permitted under this policy. Reimbursement is limited to hosted meals and approved alcohol expenses in accordance with funding source restrictions.
The Hospitality Justification Form (CSUBUY requisition or Concur Request, as applicable) must be submitted with all hospitality transactions. For payment card transactions and reimbursements, the completed Hospitality Justification Form Request must be attached to the expense report in Concur.
4. List of Attendee Clarification
- Name and affiliation required, except for large groups where the names of attendees are unknown, such as open houses, receptions, and out-reach events, a description of the group is sufficient.
- The cost of the meal per attendee, if applicable. Food and beverage will be calculated as follows (use the formula as a template to show the details):
# of attendees X meal cost per person* = Total cost of meals
# of attendees X alcoholic beverages cost per person* = Total cost of alcohol - For large groups as stated above an estimated cost of the meal per attendee (based on estimated number of attendees) is sufficient.
*Refer to Maximum Per Person Rates section above
5. Review and Approval Requirements
Requests for payment of gifts, awards, or promotional items valued at $600 or more provided to non-employees must be reviewed in advance:
- By the University Controller or designee if paid from state funds; or
- By the Auxiliary financial administrator if paid from Auxiliary funds.
For non-travel hospitality, a single expense report may be used to reconcile up to one quarter (maximum of three months) of transactions, as follows:
- Q1: July – September
- Q2: October – December
- Q3: January – March
- Q4: April – June
6. Student Alcohol Restriction Clarification
Under no circumstances are students permitted to purchase or host alcoholic beverages.
7. Community Relations and Fundraising Events
Colleges, departments and programs interested in hosting a fundraising event on behalf of Cal Poly must comply with CSU Policy No. 15701.00 "Fundraising Events" and consult with University Development and Alumni Engagement (UDAE) before marketing a fundraising event. Please see the University Development SharePoint site for more information.