WSU Policies and Procedures

13.08 / Official Hospitality

Purpose:
To purpose of this statement is to set forth University policy with regard to expenditures relating to the provision of official hospitality on behalf of the University.

Preamble:
The University often conducts activities where it becomes necessary to provide hospitality. Hospitality expenditures should be in accordance with good business practices that include sound business justifications for, and adequate documentation of, expenditures. Reasonableness and fiduciary responsibility must guide expenditures for hospitality relative to operation of the University.

Policy Statement:

1. Expenditures for official hospitality may be authorized for and shall be limited to those instances in which the University can reasonably expect that the expenditure for official hospitality will assist the University in fulfilling an objective or goal bearing a valid relationship to the powers or functions of the University; provided however, that state moneys may not be used to purchase alcoholic beverages of any kind.

2. All expenditures for official hospitality shall be documented with the following information:

A. The name or a description of the group or the number of official guests.

B. The nature and the objective of the official function.

C. Details of the expenditures and charges.

D. A statement that no state employees receiving meals under this policy are claiming subsistence or the name of each state employee who received meals and is also claiming subsistence.

3. Compliance with this policy and/or applicable provisions of official hospitality payment guidelines of the state of Kansas shall be the specific and designated responsibility of Budget Officers.

4. 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 decision.

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

The Vice President for Administration and Finance shall have primary responsibility for publication, dissemination and implementation of this University policy.

Effective Date:
July 1, 1998

Revision Date:
April 5, 1999
April 1, 2002
July 12, 2002

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	A.	The name or a description of the group or the number of official guests.
	B.	The nature and the objective of the official function.
	C.	Details of the expenditures and charges.
	D.	A statement that no state employees receiving meals under this policy are claiming subsistence or the name of each state employee who received meals and is also claiming subsistence.