Hospitality

The SDSU Hospitality Policy has been updated and effective February 1, 2024. Please review the updated policy and supporting documents.

Hospitality expenses are governed by the CSU Hospitality Policy and the SDSU Hospitality Policy (PDF). Hospitality includes expenditures for activities that promote the University to the public, usually with the expectation of benefits accruing directly or indirectly to the University. Hospitality includes the following elements:

  • Entertainment Services
  • Food & Beverage
  • Awards & Prizes
  • Promotional Items

The Hospitality Policy (PDF) outlines a number of allowable hospitality expenses, events, and activities and what resources can be used to pay for the expenses.

Certain hospitality expenses are always prohibited, regardless of funding source:

  • Hospitality expenses that are personal and are not related to the active conduct of official University business
  • Employee farewell gatherings that are not official campus functions
  • Memorial services
  • Celebrations of retirement, and farewell gatherings for employees separating with less than 5 years of service
  • Tobacco
  • Hospitality expenses will not be paid or reimbursed for membership in social organizations, activities, or entertainment services that discriminate based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, veteran status, or disability.

Hospitality Justification Form

The Hospitality Justification Form (PDF) must be completed via AdobeSign Workflow to support purchasing any items/services considered Hospitality. The Hospitality Justification Form must include the following:

  1. The name of the host
  2. The date, time, and location of the event
  3. The list of expected attendees, the nature of the attendee, and their relationship to the University
  4. The nature of the hospitality expense (business meeting, department meeting, host of official guest, employee recognition, reception, fundraising or community outreach)
  5. The cost of the meal per attendee
  6. The business purpose of the meeting or event
  7. State whether the meeting is recurring

Please note, that the purpose of the Hospitality Justification Form is to justify the items being purchased, not just the event. Please be sure to include specific justification as to how the items being purchased serve a business purpose and benefit the University. The Hospitality Justification Form should be completed/approved prior to any expense being incurred.

How to access and submit the Hospitality Justification Form?

Step 1:

Review the CSU Hospitality Policy & SDSU  Hospitality Policy (PDF) to ensure you are aware of the requirements of the policy.

Step 2:

Access the Hospitality Justification Form (PDF) through the AdobeSign Workflow. For more information on accessing AdobeSign Workflow please refer to the How to Access Adobe Sign Workflows (PDF).

Step 3:

Complete the Hospitality Justification Form (PDF) via AdobeSign Workflow which will route to the appropriate approving authority and FAH Approver.

Step 4:

Complete the Hospitality Event/Purchase the Hospitality Item.  Whenever possible, an SDSU procurement credit card should be used for purchases, in accordance with the Non-PO Procure-to-Pay Policy. This includes online purchases and catering from campus partners, as well as off-campus partners if possible (phone payment for a pickup order, for example), or purchases at the campus Bookstore. Campus Partners should not pay out of pocket and request reimbursement unless that is the only option.

Step 5:

Submit the Hospitality Justification Form (PDF) with the required itemized receipts and other supporting documentation to the Procure-to-Pay team ([email protected]) for processing.