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Hospitality Guidelines

Hospitality Guidelines. Academic Resources Conference Pacific Palms Hotel, City of Industry April 1, 2009. Official Hosts. Lauri Reilly Manager Accounts Payable Chancellor’s Office. Don Green Director Contract & Procurement CSU Fullerton. Handouts….

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Hospitality Guidelines

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  1. Hospitality Guidelines Academic Resources Conference Pacific Palms Hotel, City of Industry April 1, 2009

  2. Official Hosts Lauri Reilly ManagerAccounts Payable Chancellor’s Office Don Green DirectorContract & Procurement CSU Fullerton

  3. Handouts… • Hospitality Guidelines presentation • Executive Order 761 http://www.calstate.edu/eo/EO-761.pdf • Frequently Asked Questions http://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

  4. How it all started… • No Front Page Exposure • New Chancellor • Executive Order 761 is issued in October 2000

  5. 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

  6. 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

  7. 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

  8. Integrated CSU Administrative Manual 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

  9. 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.

  10. ICSUAM POLICIES UNDER DEVELOPMENT Go to http://staging.calstate.edu/suam/ICSUAM/ Integrated CSU Admin Manual

  11. Now for Campus Catering…. Academic Resources Conference Pacific Palms Hotel, City of Industry April 1, 2009

  12. Discussion Session Academic Resources Conference Pacific Palms Hotel, City of Industry April 1, 2009

  13. 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?

  14. 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?

  15. www.calstate.edu

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