It is the intent of the California State University, San Bernardino to follow the CSU policy on hospitality ICSUAM 1301.00 as its policy and supplement with campus procedure as required by the policy.
ICSUAM 1301.00 authorizes the use of university funds to pay for hospitality expenses that are consistent with the mission and fiduciary responsibilities of the university. The campus Hospitality Policy applies to activities that promote the university to the public and the provision of hospitality in connection with official university business and outlines how university funds may be used for such purposes.
Requests for purchase orders to vendors or reimbursements must be submitted using the CSUSB Hospitality Expense Approval Form and approved by designated official with oversight for the requestors unit, in accordance with ICSUAM 1301.00.
For a clear understanding of the differences between Hospitality, Travel Meals, and Sustenance, please refer to our Quick Reference Guide - Hospitality versus Sustenance. This guide provides a straightforward explanation of each category to help you easily navigate and apply the correct policy.
The Hospitality Workflow Diagram illustrates the process for handling hospitality-related purchases. If you have any questions or need further clarification, please reach out to Accounts Payable or Procurement for assistance.
Bulk Purchases and Hospitality Classification
Campus departments may occasionally purchase items in bulk to support general programming or outreach efforts. While this can offer cost savings or convenience, most purchases should be tied to a specific event to comply with CSU and campus Hospitality policies.
Hospitality purchases require documentation such as a list of attendees, invitations, or agendas. When items are bought in advance and not linked to a specific event, this documentation is often unavailable, making it difficult to classify such purchases as “hospitality.” In these cases, the purchase may be more appropriately categorized as “supplies.”
Bulk purchasing may be allowed when it is clearly more cost-effective or operationally efficient to support multiple events. However, departments should avoid mass purchases that may result in unused or excess inventory. Whenever possible, departments are encouraged to purchase only what is needed for a particular event and reserve bulk purchases for well-justified exceptions.
Important: The following items are considered event-specific and cannot be purchased ahead of a confirmed event. These must be directly tied to a scheduled activity and documented accordingly under Hospitality:
- Refreshments or meals for a planned event
- Décor for a specific recognition ceremony
- Awards or plaques for a named event
- Branded items for a scheduled recruitment fair
- Signage for a specific conference or campus event
Examples of Bulk Purchases Classified as “Supplies” (Not tied to a specific event):
- Promotional items used year-round (e.g., pens, tote bags, empty reusable water bottles)
- Paper goods stored for general future use (e.g., napkins, plates, utensils)
- Blank certificate paper intended for creating recognition awards as needed for future events
- Branded materials used across multiple outreach efforts
- Bulk orders for multiple events when volume pricing or planning efficiency justifies the purchase