Hospitality Guidelines

Academic Resources Conference

Pacific Palms Hotel, City of Industry

April 1, 2009

Official Hosts

Lauri Reilly ManagerAccounts PayableChancellor’s Office

Don Green DirectorContract & ProcurementCSU Fullerton

Handouts…• Hospitality Guidelines presentation

• Executive Order 761http://www.calstate.edu/eo/EO-761.pdf

• Frequently Asked Questionshttp://daf.csulb.edu/offices/financial/controller/faq/hosp_general.html

• Hospitality Funding chart http://www.csulb.edu/misc/adminguidelines/pdf/finmanage/hospitality__expenses_07.pdf

How it all started…

• No Front Page Exposure

• New Chancellor

• Executive Order 761 is issued in October 2000

CSU Executive Order #761

• Campuses charged with developing hospitality policies & procedures

• Entertainment (UC) vs Hospitality (CSU)– it simply means providing food & beverages to guests

• Outlines the Funds that may be used and the restrictions for each

Where Do I Start?

• UC Business & Finance Bulletin BUS-79: Expenditures for Business Meetings, Entertainment, and Other Occasions

• UCI 701-20: Business Meetings and Entertainment Guidelines

• One policy applicable the campus and auxiliaries

• CSULB policies for Hospitality, Gifts to Non-Employees, and Employee Awards and Non-Cash Gifts

http://www.csulb.edu/misc/adminguidelines/alphabetical.html

The References

• IRS Publication 463: Travel, Gift, Entertainment & Car Expenses

http://www.irs.gov/pub/irs-pdf/p463.pdf

• IRS Publication 535: Business Expenses

http://www.irs.gov/pub/irs-pdf/p535.pdf

• United States Code Title 26 > Subtitle A > Chapter 1 > Subchapter B > Part IX > Section 274

§ 274. Disallowance of certain entertainment, etc., expenses

http://assembler.law.cornell.edu/uscode/html/uscode26/usc_sec_26_00000274----000-.html

• Office of Management & Budget Circular No. A-21: Cost Principles for Educational Institutions

http://www.whitehouse.gov/omb/circulars/a021/a021.html

• CSU Executive Order 761

http://www.calstate.edu/eo/EO-761.pdf

ICSUAM VISION

Provide an on-line integrated policy resource to be used as the business and administrative guide for the California State University

ICSUAM Policy Development Teams• Teams consist of owner, subject matter expert(s), and representatives from

collaborative groups i.e. FOA

ICSUAM Oversight Team Review• Oversight team will review draft policies to ensure that Policy Drafted is accurate

and complete as to Form, Tone and Substance

ICSUAM Policy Approval• ICSUAM Policies will be vetted system-wide and approved by CO Executive

Management

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Integrated CSU Administrative Manual

ICSUAM PROJECT GOALS

• Simplify and clarify system-wide administrative policy;

• Create a dynamic vehicle for communicating and updating system-wide policy;

• Communicate policy related best practices through guidelines, principles and practices.

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ICSUAM POLICIES UNDER DEVELOPMENT

Go to http://staging.calstate.edu/suam/ICSUAM/

10Integrated CSU Admin Manual

Now for Campus Catering….

Academic Resources Conference

Pacific Palms Hotel, City of Industry

April 1, 2009

Discussion Session

Academic Resources Conference

Pacific Palms Hotel, City of Industry

April 1, 2009

For Starters - Hospitality……

• What funds can be used for hospitality?

• Can I use my Procurement card?

• Must the official host be present at the event?

For Starters - Procurement……• What funds can be used for campus catering?

• Are we required to use only campus resources/restaurants or can we use outside vendors for on campus events?

• Why do some campuses allow off-campus catering & others do not?

• How can a campus change this practice?

www.calstate.edu