OFFICIAL HOSPITALITY AND FOOD/BEVERAGE
Effective: August 15, 2024
Purpose: To establish guidelines for official hospitality expenditures at Emporia State University, ensuring adherence to sound business practices, fiduciary responsibility, and compliance with state regulations, while delineating allowable and unallowable costs and providing documentation requirements.
Scope: This policy applies to all activity on the University campus unless otherwise indicated.
Responsible Office: Business & Finance Office
Policy Statement: Hospitality expenditure shall be in accordance with good business practices that include sound business justifications for, and adequate documentation of, expenditure. Reasonableness and fiduciary responsibility must guide expenditures for hospitality relative to the operations of the University.
This policy does not pertain to faculty, staff, or students who are traveling for official University business and will be reimbursed following travel policy per diem guidelines and procedures.
This policy does not apply to agency funds, including student organizations, in which the University serves a fiduciary role in managing the disbursements on behalf of an organization.
This policy does not pertain to expenditure of Memorial Union Corporation or Emporia State University Foundation funds, unless transactions are processed as reimbursements to University funds.
Official hospitality expenditures must be paid from funds as appropriated and designated for official hospitality by the legislature. The State General Fund, General Fees Fund (Tuition), and Restricted Fees Fund have been approved to pay for any expenditure considered to be “Official Hospitality.”
Official hospitality expenditures may include food, lodging, transportation, official gifts and favors, official entertainment, or directly related miscellaneous expenses provided to University guests or provided for an University function.
Expending funds for official hospitality purposes may also be subject to the rules issued by the Kansas Governmental Ethics Commission regarding acceptance of meals and gifts by State employees and information.
Controller’s office may refer expenditure requests deemed to be questionable or beyond the authorization of this policy to the appropriate vice president for review and decision.
Auxiliary funds including Housing System Operation, Parking, Student Health Fees, and required Campus Activity Fee Funds are used for the purpose of administering various student programs. These funds may pay for food/beverages for official events or gatherings specifically covered by their mission.
Food/beverages may be purchased from grant or sponsored funding only if food/beverages are specifically allowed as an appropriate expenditure by the funding entity (granting agency or sponsor).
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.
Official Hospitality - Expenditures that assist an agency in fulfilling an objective or goal which bears a valid relationship to the powers and functions of the state agency.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Budget and Finance Procedures.
[Budget and Finance procedures - coming soon]
Related Policy Information: 2.06 – Employee Travel; 3.47 – Acceptance of Gifts