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13.08 / Official Hospitality and University Business

Purpose:
The purpose of this statement is to set forth University policy with regard to expenditures relating to the provision of official hospitality and University business.

Preamble:
The University often conducts business where it becomes necessary to provide official hospitality for outside guests or food and drink for University business. Expenditures shall be in accordance with good business practices that include sound justifications for, and adequate documentation of, expenditures. Fiduciary responsibility must guide expenditures relative to operation of the University.

Policy Statement:
Expenditures for official hospitality and University business may be authorized for and shall be limited to those instances in which the University can reasonably expect that the expenditure will assist the University in fulfilling an objective or goal bearing a valid relationship to its Strategic Plan.

Official hospitality must be in accordance with limitations and procedures relating to expenditures for official hospitality by agencies within the executive branch of state government pursuant to K.S.A. 75-3731a. Such expenditures may include food, lodging, transportation, official gifts and favors, official entertainment or directly related miscellaneous expenses provided to official guests or provided for an official function. Agencies expending funds for official hospitality purposes should also be aware of the rules issued by the Kansas Governmental Ethics Commission regarding acceptance of meals and gifts by state employees and information contained in Policy and Procedure Manual Filing No. 3,104, Gifts and Awards for State Employees.

Official hospitality and University business expenditures must be paid from funds as appropriated and designated for by the legislature. Address any questions regarding appropriate funding to the Office of Financial Operations.

When seeking official hospitality or University business reimbursements the following approvals are required:  restricted use funds require approval from the appropriate budget officer, tuition funds (Banner Fund A2000) require approval from the president or appropriate vice president and general use appropriated funds (Banner Fund A0003) require approval from the President. All expenditures are subject to open records requests. In no situation will reimbursement be allowed for any gathering which does not have a clear business purpose. 

This policy shall not pertain to restricted use funds that have acceptable use guidelines defined by the sponsor; nor do they apply to Service Funds; Foundation Funds or Vending Funds which are not governed by the State of Kansas Treasurer.

All expenditures for official hospitality and University business shall be documented with the following information: 

  1. The name or a description of the group and the number of official guests. When practical, include a list of attendees.
  2. The objective, goal or business purpose of the expenditure.
  3. A receipt of expenses is required. It is recommended to include detailed receipts. 
The Office of Financial Operations and Business Technology may refer expenditure requests deemed to be questionable or beyond the authorization of this policy to the appropriate vice president for review and approval.

Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

Effective Date:
July 1, 1998

Revision Date:
April 5, 1999
April 1, 2002
July 12, 2002 
June 3, 2014 
August 4, 2014

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