Official Hospitality

Chapter 3050

Revised July 6, 2015; March 19, 2025

Table of Contents

.010 General

.020 Responsibilities

.030 Authorization

.040 Requesting Official Hospitality

.050 Questions

.060 Appendix A - Examples of Official Hospitality Event Determination

.010 General

The legislature has authorized the use of specific funds for official hospitality. The Department of Administration has issued administrative procedures for official hospitality expenditures, which all agencies must abide by pursuant to K.S.A. 75-3731a. University authority and funding limits for official hospitality are provided by the legislature through the line item or proviso language in the annual budget process.

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.

Within the context of this policy, “official business” includes business meetings with external parties, employee recruitment events, commission and board meetings, seminars, training sessions and similar functions when conducted as part of University operations. Examples of external parties include dignitaries, accreditation or other review committees and other officials of similar natures, as well as students and prospective students. The use of official hospitality funds to purchase alcohol is strictly prohibited unless specifically authorized by statute. Official hospitality expenditures are considered open records and subject to public or media review.

Food or meals provided to University employees as official hospitality are not allowed, except for:

  1. light refreshments, non-alcoholic beverages, etc. not offered as part of a meal and are only permitted when provided as part of official business as described above (view Appendix A for examples of official hospitality event determinations).
  2. a meal, valued at $40 per person or less, which is:
    1. provided during a business meeting that takes place over an extended period,
    2. included as a working meal on the meeting agenda, and
    3. is not provided as a matter of personal convenience.

Official hospitality funds are not intended to be used for other university-sponsored activities, including ceremonies recognizing awards, accomplishments, tenure, retirement, etc. of an employee or employees. Expenditures authorized by direct grant award guidance and paid by grant funds or expenditures from donor funds do not qualify as official hospitality expenditures. Expenditures where funds have been collected specifically for the purpose of the event, such as hosting a conference where there is a registration fee, do not qualify as official hospitality. Please be aware of the rules regarding the 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. The Request for Official Hospitality Form must be completed and submitted to the appropriate authority for approval. See the chart below for appropriate approval authority.
    1. Requests must show how 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.
    2. 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 event.
    3. Ensure that no university employees receiving meals are claiming subsistence.
  2. Collect all supporting payment documentation:
    1. The date of the event or meeting,
    2. A list with the names of those attending the event, a description of the professional or business group(s) with the number of attendees from the group, all state employees should be identified on the list.
      1. If the event is open to the public and compiling an attendee list is not feasible, the event flyer or the advertisement for the event may be submitted as an alternative.
    3. The objective or goal of the official business function.
      1. Include supporting documentation available (i.e., meeting agenda, event flier, or a K-State Today announcement).
    4. Approved Request for Official Hospitality Form.
    5. Itemized receipts for all purchases.

.030 Authorization

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

DIVISION

STATE FUND

FIS SOURCE

AUTHORIZATION

01 Manhattan Campus

1000

 0003 Vice President for Administration and Finance
2062 2000
2062 2001
2062 2003
2520 2060
2520 2080
2901 2160
Housing & Dining 5163 4500 Director of Housing and Dining
K-State Salina 1000 0003 Dean of K-State Salina
1000 0150
2062 2000
2062 2002
2520 2080
02 Veterinary Medicine 1000 5003 Dean of Veterinary Medicine
2129 5500
04 ESARP 1000 1020 Dean of Agriculture
1000 1030
2921 1200
2697 1100


**The noted funding sources may change due to annual legislative actions.

.040 Requesting Official Hospitality

Take me to the forms to complete the Request for Official Hospitality. If you do not have access to the form, please contact your business office.

.050 Questions

Any questions related to these regulations should be referred to the K-State General Accounting Office, (785) 532-6202.

.060 Appendix A - Examples of Official Hospitality Event Determination

The following examples are intended to provide clarification but are not all-inclusive of events that may be encountered.

Type of Activity/Event Type of Attendees at Event Type of Expenditures Qualifies as Official Hospitality?

University hosting partnership event with a local organization that serves a business purpose aligned with the university’s mission

 Individuals/guests who are not university employees and university employees hosting the event Snacks, non-alcoholic beverages, meal less than $40 not provided for personal convenience to employee(s) Yes

Search committee representative(s) meeting with candidate(s) as part of an interview process

 Individuals/guests who are not university employees and university employees hosting the event Snacks, non-alcoholic beverages, meal less than $40 not provided for personal convenience to employee(s) Yes

Universitywide training/wellness event in support of agency mission and business purpose

 University employees Snacks, non-alcoholic beverages (no meals) Yes, documented agenda of training and official business purpose for the event
Extended business meeting with working meal University employees Meal less than $40 not provided for personal convenience Yes, documented agenda for the event must be provided

Official office retreat or team-building event for the department over an extended period of time

 University employees Light refreshments Yes, documented agenda for the event must be provided

University on-site/off-site celebrations for retirements, holidays, social gatherings, etc.

 University employees Snacks, meals, entertainment activities No

Purchase of snacks for office; flowers or cards for staff

 University employees Meals/Snacks/Gifts/Misc. expenditures No

Purchase of a meal/snacks for staff as part of standard business meeting or a post-meeting gathering

 University employees Meal/Snacks/Beverages No