apply visit info give mycpp
University Accounting Services

Hospitality Policy

campus panorama with the CLA in the middle

It is the policy of the California State University (CSU) that expenses may be paid to the extent that such expenses are appropriate, reasonable and serve a purpose consistent with the mission and fiduciary responsibilities of the CSU. The policy governs the manner and extent to which the CSU and its auxiliaries may provide hospitality to its employees, students, donors, guests, and volunteers.

A pre-approved Hospitality Form is required to support all hospitality related expenditures. The approval and payment process for hospitality is as follows:

Effective January 26, 2026, for any hospitality provided by and paid directly from the university to a vendor, including university auxiliary organizations:

  • CPP Enterprises
  • Philanthropic Foundation
  • ASI

Departments must complete the Hospitality Request (Non-Travel) form in CSUBUY P2P for pre-approval and appropriate routing.

  • Pre-approval is required before the expense is incurred.
  • The CSUBUY P2P workflow replaces the legacy Hospitality Authorization Form for vendor-provided hospitality.

For more information or assistance regarding the CSUBUY P2P implementation, please visit the P2P resource center webpage.

Please follow this process for hospitality provided:

  • While on travel status;
  • To be paid via university travel card or p-card;
  • Paid out-of-pocket and to be reimbursed; OR
  • If hospitality is provided prior to January 26, 2026, and paid directly from the university to a vendor, including university auxiliary organizations.

Step 1: Determine Allowability

Review the CSU and campus hospitality policy to confirm the proposed expense is allowable.

Step 2: Obtain Pre-Authorization

Prior to the event and before incurring the expense:

  • Assemble all required supporting documentation
  • Complete the Hospitality Authorization Form (PDF linked below)
  • Obtain approval from the Chartfield String (CFS) Delegation of Fiscal Authority (DOA)

Hospitality must be approved before the expense is incurred.

Step 3: Purchasing and Payment Methods

Depending on how the expense will be paid:

Purchase Order

  • Submit an approved requisition
  • Attach the approved Hospitality Authorization Form and supporting documentation
  • Route to Procurement
  • PO invoices must be signed “OK to Pay” and include the PO number and line

Direct Pay

  • Submit an approved Direct Pay request
  • Attach the approved Hospitality Authorization Form and supporting documentation
  • Route to Accounts Payable (cpp-ap@cpp.edu)

Travel Card or P-Card

  • Include the approved Hospitality Authorization Form and purchase documentation
  • Submit with the monthly card reconciliation package

Step 4: Submit for Payment or Reimbursement

Submit to Accounts Payable (cpp-ap@cpp.edu):

  • Itemized invoice or receipt
  • Proof of payment, if applicable
  • All required supporting documentation

Required Supporting Documentation

All hospitality payment requests must include:

  • Agenda, flyer, or detailed schedule showing event purpose and start and end times
  • Attendee list clearly identifying the following:
    • First and last name
    • Email address
    • BID (if applicable)
    • Attendee type (student, faculty, staff, donor, guest, etc.)

Accounts Payable Review

Accounts Payable will:

  • Review all submitted documentation
  • Request additional support if needed
  • Process payment or reimbursement if the expense is deemed appropriate and compliant based on the CPP and CSU Hospitality Policy

Payments are processed according to standard Accounts Payable timelines.

Resources