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Effective January 26, 2026, for any hospitality provided by and paid directly from the university to a vendor, including university auxiliary organizations:

• CPP Enterprises
• Philanthropic Foundation
• ASI

Departments must complete the form in CSUBUY P2P for pre-approval and appropriate routing.

• Pre-approval is required before the expense is incurred.
• The CSUBUY P2P workflow replaces the legacy Hospitality Authorization Form for vendor-provided hospitality.

Quick Reference Guide for Completing the P2P Hospitality Request Form (PDF)

For more information or assistance regarding the CSUBUY P2P implementation, please visit the P2P resource center webpage.

Effective April 6, 2026, for any hospitality provided by an employee acting as an official host for the university using a university card or out-of-pocket funds, departments must complete the Hospitality Justification Form in CSU Concur for pre-approval and appropriate routing.

• Pre-approval is required before the expense is incurred.
• The pre-approved form must be subsequently linked to the Concur expense report submission.
• The CSU Concur workflow replaces the legacy Hospitality Authorization Form for required approvals.

Concur User Guide for Completing the Hospitality Justification Form Request (PDF)

For more information or assistance regarding the CSU Concur implementation, please visit the Concur Travel and Expense Management webpage.

Unless otherwise approved by the university CFO or designee, the following maximum rates apply per attendee (inclusive of food, beverage, tax, gratuity, service charges, and delivery fees):

Any hospitality provided exceeding the authorized rates requires an exception approval. For more information or assistance regarding the rates, please visit the CSU Hospitality Policy (PDF).

Please follow this legacy process for hospitality provided if neither of the CSUBUY P2P nor CSU Concur options apply to the situation. No vendor payments, employee reimbursements, or reimbursements/refunds for non-employees should be submitted through this legacy route unless explicitly instructed by University Accounting Services.

Step 1: Determine Allowability

Review the CSU hospitality policy to confirm the proposed expense is allowable for the funding type.

Step 2: Obtain Pre-Authorization

Prior to the event and before incurring the expense:

• Assemble all required supporting documentation
• Complete the Hospitality Authorization Form (PDF linked below)
• Obtain approval from the Chartfield String (CFS) Delegation of Fiscal Authority (DOA)

Hospitality must be approved before the expense is incurred.

Step 3: Purchasing and Payment Methods

Depending on how the expense will be paid:

Purchase Order

• Submit an approved requisition
• Attach the approved Hospitality Authorization Form and supporting documentation
• Route to Procurement
• PO invoices must be signed “OK to Pay” and include the PO number and line

Direct Pay

• Submit an approved Direct Pay request
• Attach the approved Hospitality Authorization Form and supporting documentation
• Route to Accounts Payable (cpp-ap@cpp.edu)

Travel Card or P-Card

• Include the approved Hospitality Authorization Form and purchase documentation
• Submit with the monthly card reconciliation package

Step 4: Submit for Payment or Reimbursement

Submit to Accounts Payable (cpp-ap@cpp.edu):

• Itemized invoice or receipt
• Proof of payment, if applicable
• All required supporting documentation

Required Supporting Documentation

All hospitality payment requests must include:

• Agenda, flyer, or detailed schedule showing event purpose and start and end times
• Attendee list clearly identifying the following:
  • First and last name
  • Email address
  • BID (if applicable)
  • Attendee type (student, faculty, staff, donor, guest, etc.)

Accounts Payable Review

Accounts Payable will:

• Review all submitted documentation
• Request additional support if needed
• Process payment or reimbursement if the expense is deemed appropriate and compliant based on the CPP and CSU Hospitality Policy

Payments are processed according to standard Accounts Payable timelines.