glenville state college hospitality policy

Glenville State College Hospitality Glenville State College Hospitality PolicyPolicy

Hospitality is defined as the expense of state Hospitality is defined as the expense of state funds for the reception of funds for the reception of GUESTSGUESTS by a by a spending agency for a specific event or spending agency for a specific event or function related to conducting state business.function related to conducting state business.

State funds should not be expended for State funds should not be expended for meals or other hospitality related expenses meals or other hospitality related expenses for state for state EMPLOYEESEMPLOYEES..

Hospitality cannot be paid from a General Hospitality cannot be paid from a General Revenue Source.Revenue Source.


However, there are occasions when the expenditure of state funds However, there are occasions when the expenditure of state funds directly benefiting state employees is allowed.directly benefiting state employees is allowed.

ExamplesExamples

A hospitality event hosted by a spending agency where state employees A hospitality event hosted by a spending agency where state employees may attend as registered attendees, host/hostess or other supporting may attend as registered attendees, host/hostess or other supporting positions.positions.

A hospitality event where state employees are required to meet from A hospitality event where state employees are required to meet from various geographical locations for specific business purposes.various geographical locations for specific business purposes.

A hospitality event where state employees meet with a candidate for an A hospitality event where state employees meet with a candidate for an open position within the spending agency. These expenses should not be open position within the spending agency. These expenses should not be social in nature.social in nature.

Entertainment of guests and authorized state employees relating to the Entertainment of guests and authorized state employees relating to the economic development of the State.economic development of the State.

Object Code 042 (Banner Account 042000) is intended to be used for Object Code 042 (Banner Account 042000) is intended to be used for Hospitality.Hospitality.

Object code 042 (Banner Account 042000) should not be used for student Object code 042 (Banner Account 042000) should not be used for student activities or for employee appreciation events. The appropriate object activities or for employee appreciation events. The appropriate object code for these events is 051 (Banner Account 051000).code for these events is 051 (Banner Account 051000).


for Employee Appreciation Eventsfor Employee Appreciation Events

051 (WVFIMS ACCOUNT) 051000 (BANNER ACCOUNT)051 (WVFIMS ACCOUNT) 051000 (BANNER ACCOUNT)

Employee appreciation events are held for a specific function or event Employee appreciation events are held for a specific function or event directly addressed and permitted by, or within, state government.directly addressed and permitted by, or within, state government.

– Public Employee Recognition Week would be an examplePublic Employee Recognition Week would be an example

Expenses for employee appreciation events would consist of food, beverage, Expenses for employee appreciation events would consist of food, beverage, and related expense.and related expense.

Expenses cannot be made from a General Revenue source.Expenses cannot be made from a General Revenue source.

Approval for expenditure of state funds for an employee appreciation event Approval for expenditure of state funds for an employee appreciation event must be accompanied by an approval from the agency head or be specifically must be accompanied by an approval from the agency head or be specifically addressed and permitted in the funding source.addressed and permitted in the funding source.

The Auditor’s Office reserves the right to approve or disapprove a request to The Auditor’s Office reserves the right to approve or disapprove a request to expend funds relating to employee appreciation.expend funds relating to employee appreciation.

The expenditure of state funds should never be used for the following:The expenditure of state funds should never be used for the following:– Birthday partiesBirthday parties– Retirement partiesRetirement parties– Christmas parties or other similar eventsChristmas parties or other similar events

These events should be paid by employee contributionsThese events should be paid by employee contributions


for Student Eventsfor Student Events

051 (WVFIMS ACCOUNT) 051000 (BANNER ACCOUNT)051 (WVFIMS ACCOUNT) 051000 (BANNER ACCOUNT)

Student activities are those held to promote Student activities are those held to promote a social atmosphere at state colleges and a social atmosphere at state colleges and universities and are held for the universities and are held for the direct direct benefit of the studentsbenefit of the students..

Hospitality is permitted for Student Activities.Hospitality is permitted for Student Activities.


You must submit a Hospitality Form or the You must submit a Hospitality Form or the following information must be indicated on the following information must be indicated on the Invoice or Receipt with your Purchase Card Invoice or Receipt with your Purchase Card Reconciliation or with the Invoice to be paid:Reconciliation or with the Invoice to be paid:

““Who” is the Hospitality for?Who” is the Hospitality for? ““What” is the Hospitality is for?What” is the Hospitality is for? ““Why” is the Hospitality being provided?Why” is the Hospitality being provided? ““When” is the hospitality being provided?When” is the hospitality being provided? You must also provide a complete itemization You must also provide a complete itemization

of food and beverageof food and beverage– Alcoholic beverages are not permittedAlcoholic beverages are not permitted

glenville state college hospitality policy

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