Kansas State University

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.

**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.