大发

Page, 6, Prohibited column. Updated bullet item to include:

• International supplier purchases aside from international conference registration.

Removed FAQ #19 from Page 20 and renumber the rest of the FAQs.

Page 10. Section 10. IITS PRE-APPROVAL REQUIREMENTS. Added a bullet point to clarify when the UPRFA form (Unauthorized Purchase Request for Approval) is needed for specific instances when purchasing software.

• The cardholder purchased software without an ITR (submitted ITR after-the-fact).
• The cardholder had an ITR in advance but used a ProCard to purchase software that did not meet the ProCard usage requirements.

Page 1, Section 1. PROGRAM DESCRIPTION. Added a bullet point "The 大发 ProCard Manual was created in accordance with the CSU ProCard Policy and includes some additional campus restrictions.

Page 6, Section 8. RESTRICTED AND PROHIBITED PURCHASES, RECOMMENDATIONS. Updated bullet item: Information and Computer Technology Purchases to meet the requirements of CSUBUY P2P.  

Page 7, Section 8. RESTRICTED AND PROHIBITED PURCHASES, RECOMMENDATIONS (Continued). Updated Software/Suscription Additional Documents to meet the requirements of CSUBUY P2P.

Page 8, Section 9. PURCHASES REQUIRING ADDITIONAL APPROVALS AND REQUIRED SUPPORTING DOCUMENTATION. Supporting Documentation for IT Software Purchase Type updated to meet the requirements of CSUBUY P2P.

Page 10. IITS PRE-APPROVAL REQUIREMENTS. Information Technology Review (ITR) information paragraph was updated to meet the requirements of CSUBUY P2P and purchase allowability on ProCard.

Reviewed all links and fixed any broken links.

Page 8, Updated Reviewed all links and fixed any broken links.

大发 Direct Pay Guidelines updated to reflect new requirements of CSUBUY P2P.  

Paragraphs 1, 2 3 revised.

Purchase Categories Updated to meet requirements of CSUBUY P2P

Purchase Categories Removed:

• 504006 - Fine & Forfeiture Revenue (Parking)
• 660009 - Professional Development
• Varies - Refunds for Over Payments and Agency/Third Transactions (BFS Only)
• 660943 - Research Participants
• 660019 - Settlements/Garnishments

Purchases/Payments policies/regulations (added):

• 5. Payments to Students Guidelines
• 6. Cell Phone Reimbursement Guidelines

Expenses prohibited for Direct Pay:

• Stipends (removed)

Direct Payments requiring supporting documentation:

• IITS Hardware Technology Purchases (removed)

Process updated to reflect new requirements of CSUBUY P2P. 

Page 1, Definitions:

Definition Updated (changes in bold/italics)

Awards/Prizes and Service Recognition: Something of value given or bestowed upon an individual, group, or entity in recognition of service to the University or achievement benefiting the University, e.g., financial prizes, trophies, plaques. Use of promotional items is encouraged. Service recognition minimum of 5 years. See Awards and Prizes section.

Page 2, Definitions:

Catering Services:  Definition updated/added

• Food trucks are considered catering and will require a first right of refusal from 大发 Dining Services if the total amount is $250 or more.

Catering is NOT:

• Food or beverage consumed at a restaurant or venue off campus.
• Food and beverage purchases for consumption at on-campus events that are picked up from a restaurant or venue - total does not matter.

Definition Added

Community Relations and Outreach
Activities that promote the mission of the university, enhance partnerships, recognize distinguished service, cultivate and steward donors, or that establish new relationships on behalf of the university.

Definition Updated (changes in bold/italics)

Entertainment Services: Expenditures incurred in connection with events or activities that are primarily social or recreational such as equipment and venue rental, d茅cor, music, performers, and ticket or admission purchases related to official morale or official team-building functions. Service expenditures related to showcasing the talent of students or employees are considered a regular business expense and are not governed by this policy. For example, presenting a poster at Super STEM.

Employee Meetings, Morale Functions, and Team-Building Activities
Meetings which serve a bona fide University business purpose and are generally administrative in nature such as employee meetings, CSU system-wide meetings of functional offices, meetings of the Academic Senate, Board of Directors, campus meetings of deans and directors, official employee morale functions, official team-building activities, extended formal training sessions, conferences, extended strategic planning sessions, and meetings of appointed workgroups and committees. Food and beverage at meetings that are conducted on a routine or frequent basis are not permitted under this policy. Public expenditures that are driven by personal motives are an impermissible use of public funds. Meals or light refreshments provided to employees may be permitted if the expenses occur infrequently, are reasonable, and appropriate to the business purpose. When a meeting takes place over an extended amount of time, occurs during a meal period, and the agenda includes a working meal, there may be justification that the meal is integral to the business function. The meeting must be in person. Meals cannot be provided for virtual meetings.

Page 3, Definitions:

Definition Removed

• Membership in Social Organizations

Page 4, Definitions:

Definition Updated (changes in bold/italics)

Sponsorship and Tabling Events

Contribution to an event in return for promotion or advertising of the University. This includes the cost of a vendor table to promote the University.

Definition Added

Student Engagement, Recruitment or Recognition
Hospitality provided to students or prospective students may be permitted when it serves a CSU business purpose. To justify the expenditures of public funds, one must determine that the expenditure is consistent with the mission of the CSU. Permissible activities may include recruitment efforts, student engagement activities, student programs, student recognition events and commencement. Students may be hosted to attend activities, programs or other community events that enhance their learning experience, in recognition of their student achievement, to engage with alumni and donors, or as representatives of the University.

Pages 5 & 6:  TABLE 1: GENERAL EXPENSE MATRIX (changes in bold/italics):

• Bereavement Expenditures (e.g., flowers, plant, or card for employees or former employees).
• Community Relations/Outreach
• Employee Morale and Team-Building Events
• Food and Beverage for business meetings, official guest meetings, events, and for employee-only meetings attended by official guests, employees from another campus, students, donors, individuals being recruited for employment, visitors, and volunteers. Meals for employees only must serve a bona fide business purpose, for example: working lunch.
• Official Guest(s) Meetings or Receptions - Meetings for recruitment candidates, students, donors, and meetings of other CSU-related groups.
  • Yes
  • Yes
  • Per Written Agreement⁵
  • Various
  • New Category to Align with P2P.

Page 8:  Updates

4.  BLANKET HOSPITALITY FORMS

Removed

• First paragraph
• Second Bullet item

 Updated (changes in bold/italics)

• Blanket forms may not exceed one year and should not cross fiscal years.

Page 9:  Updates

6.  AWARDS AND PRIZES (changes in bold/italics)

• First paragraph Updated to include addition of last sentence:  Awards and prizes must have an established process defining eligibility, selection criteria, amount, and processing mechanism.

Page 13: TABLE 3:  APPROVALS (changes in bold/italics)

Removed

• Column Heading, Hospitality Approvals (*Note Removed)
• Level I Approving Authority and Comments
• Level II Approving Authority and Comments

Added

• Approving Authority (Equivalent to Role 3 in CSUBUY).
  All Hospitality forms regardless of dollar amount.
• Deans, Associate/Assistant Vice President (AVP, Vice Provost, Athletic Director, Auxiliary Associate Executive Director)
• *Note removed.

The President's Administrative Team (PAT) (changes in bold/italics)

• Chief Community Engagement Officer changed to Senior Director of Executive Communications

Page 15. Updates (changes in bold/italics)

TABLE 5: HOSPITALITY MATRIX FOR APPROVERS

Removed

• Column 3: Level II Approving Authority
• Column 5: Blanket Hospitality

Updated (changes in bold/italics)

Column 2, Title changed to ¹Approving Authority

Added

Footnote ¹Approving Authority is equivalent to Role 3 Approver in CSUBUY.

Page 16. Updates (changes in bold/italics)

TABLE 6: ROLES AND RESPONSIBILITIES

Approving Authority Role changed to Approving Authority (includes PAT member if "special circumstances")

Page 17. Updates (changes in bold/italics)

12. PAYMENT OR REIMBURSEMENT

Approved hospitality expenses may be paid via approved ProCard (encouraged option), purchase order (CSUBUY ONLY). Include approved hospitality and supporting documentation with payment request/ProCard reconciliation.

• Direct Pay removed from above paragraph

 Page 18: Updates (changes in bold/italics)

APPENDIX A:  FAQs 

3.  Which category would I use for a faculty/staff social event with a business purpose, or 鈥淔aculty/staff picnics & holiday gatherings with business purpose?鈥�

Answer:  Recognition Events including employee morale functions and employee team-building events (must serve a bona fide business purpose).

4.  We have a recruitment interview, where the panel will be required to stay in the room all day. Is providing lunch allowable?

Answer: Yes, this activity falls under 鈥淔ood and beverage for business meetings and events attended by official guests and by employees of the same work location where the participants are required to work through the meal period (campus)鈥� and is permitted if the meal is integral to the business function, infrequent and modest. Meals or light refreshments (limited to no more than twelve times per year, per group) provided during an event may not exceed the maximum per person rate for breakfast ($35), lunch ($50), dinner ($75) and light refreshments ($60). These rates are inclusive of food, beverages, labor, sales tax, delivery fees, other service fees and gratuity (20% maximum).

5.  Can I send gifts or flowers?

Answer:  Gifts or flowers may be permissible with Auxiliary funds (removed).

Page 20:

14.  My event is already approved, but my headcount has increased. My actual costs will be more than initially estimated. Do I have to submit another Hospitality form?

Answer: Only if the increased headcount causes your cost per person for a meal to increase. If you are adding additional services that were not included on the original Hospitality form, then a new Hospitality form is in order. Also, if additional costs exceed more than 10% of the original Hospitality cost a new form should be done.

Page 5, Stateside/Foundation ProCard Single Purchase limit increased to $5,000.

Page 6, 8. RESTRICTED AND PROHIBIT PURCHASES, RECOMMENDATIONS

• Prohibited Column updated to add Fixed Assets

Page 8, Paragraph 4. Blanket Hospitality Forms.  Approver changed from University Controller to Director, FAS Administration.

Page 15, Table 5. Hospitality Matrix for Approvers. Updated approver under Blanket Hospitality column from University Controller to Director, FAS Administration.

Page 5, Paragraph 7. Personal Purchases.  Updated text in first paragraph.

Updated second bullet item on requirements for reimbursement of personal purchase.

Page 8, Prohibited Column, added International supplier purchase.

All Tables in the Hospitality Guidelines have been numbered and included in the Table of Contents:

• Table 1. General Expense Matrix (Page 5).
• Table 2. Food and Beverage Per Person Limits (Page 9).
• Table 3. Approvals (Page 13).
• Table 4. Supporting Documentation (Page 14).
• Table 5. Hospitality Matrix for Approvers (Page 15).
• Table 6. Roles and Responsibilities (Page 16).

Section 2. Definitions:

• New Definition: Catering Services (Page 2).
• Updated Definition:  Employee Meetings and Recognition Events (Page 2).
• Updated Definition:  Participation Incentives (Page 3).
• Updated and Renamed Definition:  Professional Organization Meetings and Business Meetings (Page 4).

Table 1. General Expense Matrix:

• Renamed Expenditures/Occasions:  Professional Conference, Meeting or Reception to Professional Meeting, Business Meeting, Conference or Reception (Page 6).
• Updated Footnote 1 (Page 7).

Section 3: Unallowable Expenditures

• Updated Unallowable Expenditures, Paragraph 1 (Page 8).

Table 2. Food and Beverage Per Person Limits:

• Updated Footnote 1 (Page 9).
• Removed Footnote 2 (Page 9).
• Footnote 3 renumbered to Footnote 2 (Page 9).

Section 6. Awards and Prizes:

• Updated Paragraphs 8 and 9 (Page 10).

Section 7. Participation Incentives:

• Added last sentence to Paragraph 1: Food items are not considered participation incentives (Page 10).
• Updated last bullet item at top of Page 11.

Section 8. Gift Cards:

• Updated Paragraph 2 (Page 11).

Section 11. Approvals and Supporting Documentation:

• Previous table updated and replaced with two new tables (Tables 3 and 4):
  • Table 3. Approvals (Page 13).
  • Table 4: Supporting Documentation (Page 14)
• Additional Changes to Tables:
  • Table 5. Hospitality Matrix for Approvers.  New line added under 'Unit' for
    • 大发 Corporation (81XXX and 86xxx projects) (Page 15).
    • Table 6. Roles and Responsibilities. Updated 3rd bullet under Requester Submitter Responsibility (Page 16).

APPENDIX A:  FAQs:

• FAQ 23 added (Page 21).

Complete update of the ProCard Agreement Form.  The previous form will expire on 1/23/2024.

Page 12: Approvals and Supporting Documentation:  Updated PAT member hospitality approvals guidelines; updated language in Hospitality Approvals matrix to read:  "Level II Approving Authority over $500."
Page 13: Updated PAT member hospitality approvals in matrix and footnote.
Page 18: Added 大发 Regalia Website link.

• 660820 (Other Hospitality) and 660962 (Promotional Items). Under the Category and Change columns, the following text was added to the end of the sentence, "and awards."
• 660944 (Other Awards/Honors) and 660945 (Incentives).  Under the Category column, the following paragraph was added.  Monetary awards paid to employees or student assistants must be made through Payroll.

• If cards have not been used for six (6) months, card will be closed.
• If packets have not been submitted on the 10th of the following month, cards will be subject to suspension.

Pages 6 and 7, Restricted and Prohibited Purchases, Recommendations. This section has been expanded and replaced with a table covering restricted and prohibited purchases in detail. The table also includes a new section, Recommendations, detailing items that must be paid for by ProCard, and Additional Documents that must be included in the Monthly Reconciliation Submission.

• Advertising (increase from $2,500 to $10,000).
• Added new category, Catering by Sodexo or an Approved Caterer.
• Added new category, Follett Books/Supply Purchases (No Software).
• Added new category, Gordian/JOC Fees (FDMA).
• Hospitality.  $10,000 cap added. Defined to include promotional items, and participation incentives.
• IITS Hardware Technology.  Changed limits.
• Memberships or subscriptions.  Added subscriptions and details about no software or online services.
• Added description to Non-Resident Alien.
• Printing.  Increase from $2,500 to $10,000.