POLICY 2-9
HOSPITALITY EXPENSE

• Issued: 8-89
• Revised: 3-03
• Approved:
  
  

I. PURPOSE

This policy provides guidelines for the use of institutional funds to extend hospitality on behalf of the College.

II. POLICIES REGARDING HOSPITALITY EXPENSES

A. Definitions

1. Hospitality expenses are those costs incurred in the process of serving as host at an official function (defined below). Normally these costs are limited to those for food and beverages. Hospitality may be performed in a public place or in a home.

2. An official function is a meeting, conference, meal, or other assembly that meets the following criteria:

a) It is hosted by the President or a college representative.

b) It is attended by guests and/or college employees.

c) It is held for official college business purposes.

d) It requires the expenditure of state funds for such things as food, catering services, the cost of holding a reception, etc.

e) The expenditure is properly authorized by the President or designee.

f) It is held in the best interest of the College and will be a credit thereto.

B. Approval - Expenditures for official functions shall be approved by any of the following persons. This list has been approved by the College President.

President
Vice Presidents
Deans
Director of Athletics
Director of Conferences & Summer Programs

C. Hospitality Expenditures - Official functions shall be held to achieve program objectives and shall be limited to resonable and actual costs. The attendance of college employees at official functions shall be kept to a minimum and shall include only those individuals directly related to the purpose of the function.

D. Accounting Charges - Hospitality expenses may be charged to any source of funds that is appropriate to the nature of the activity. The charges should be to the expenditure account most appropriate to the purpose to which the cost is incurred.

III. POLICY REGARDING ALCOHOL BEVERAGE SERVICE

Please select POLICY 11-3, ALCOHOL BEVERAGE SERVICE POLICY for more information regarding serving alcoholic beverages on campus and Special Event Permits.