Official Hospitality

Chapter 3050

Table of Contents

.010 General

.020 Responsibilities

.030 Procedures

.040 Requesting Official Hospitality

.050 Questions

The legislature has authorized the use of general use funds for official hospitality.  The Department of  Administration has issued administrative procedures for official hospitality expenditures, which all agencies must abide by.  Official hospitality expenditures assist an agency in fulfilling an objective or goal which bears a valid relationship to the powers and functions of the State Agency.  Please be aware of the rules regarding acceptance of meals and gifts by State employees and information continued in PPM Chapter 4812.

.020 Responsibilities

The authorized administrative unit for each campus division is responsible for approving official hospitality expenditures and for administering the following University policies and procedures:

1.  Prior to incurring  official hospitality expenditures,  a written request   must be submitted to the appropriate authority for approval.

2.  Requests  for  official  hospitality  may  be  submitted   for prospective  department  heads,   prospective  senior   faculty members, dignitaries, accreditation or other review committees and other officials of similar natures, as well as for   students and prospective students.

3.  Requests  must show the  official hospitality  expenditures will assist  the University in fulfilling  an objective or goal, which bears a valid relationship to the powers and functions of the University.

4.  Kansas  State  University  personnel  may  be  included   in  the  request  but  the number  should  be   restricted  to  those absolutely necessary to complement the purpose of the visit.

5.  Spouses of official hosts  shall  not receive  payment for  lodging, or for meals not scheduled  with an official function.

6.  Expenditures for official hospitality are limited to  meals,  lodging, transportation, official gifts and favors, and official entertainment or provided for an official function. 

.030 Procedures

Official hospitality must be paid out of specific Financial Information System (FIS) sources, which have been budgeted exclusively for official hospitality.  

Appropriate written authorization must be obtained PRIOR to incurring the expense.  Requests must contain the name or description of the group, the number of official guests,  the nature and objective of the official  visit, details of expenditures and charges, and a statement that " No State employees receiving meals under this policy are claiming subsistence."  The Request for Official Hospitality form must be attached to the payment voucher.

**The noted funding sources may change due to annual legislative actions. After the event or visit, an Agency Purchase Voucher (APV) listing the names of all guests in attendance and the purpose of the official visit or function, along with original receipts and a copy of the authorization form, are to be  submitted to the appropriate authority for final approval.  The APV and attachments should then be forwarded to the General Accounting Section of the Controller's Office for further processing.

.040 Requesting Official Hospitality

Take me to the forms to complete the Request for Official Hospitality.

.050 Questions

Any questions related to these regulations should be referred to the KSU Accounts Payable Office, (785) 532-6202.

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Kansas State University
May 21, 2009