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Office of the Provost
Faculty and Unclassified Staff Handbook Chapter 1 -- General
Policies
Official Hospitality
The legislature has authorized certain expenditures
for official hospitality. The Department of Administration has issued
administrative procedures for these expenditures (Department of
Administration Policy and Procedure Manual, Volume No. 3351 revised 12-09-98). Prior approval must be requested, using the Lotus
Notes on-line form. Official hospitality is limited to expenses
provided to official guests or provided for an official function.
Approved by Cabinet (11-01-89).
Policy, Procedures, and Guidelines
Effective July 1, 2006, official hospitality may be expended directly from budget unit (OOE) allocations (fund 1000) OR Restricted Fee Accounts (fund 2510). It cannot be spent from any other fund. The guidelines for expenditures are outlined in K.S.A. 75-3731a and are administered by the Department of Administration, Division of Accounts and Reports. (Department of Administration Policy and Procedure Manual filing #3351 revised 04-06-99.)
General Guidelines
The following general guidelines for official hospitality
are to be followed when an event or activity is approved by the
budget authority of the account being charged:
1. The expenditure is made by an officer or employee of a state agency acting as an official host as part of the office, duty, or position the officer or employee holds;
2. The expenditure is made for meals, lodging, transportation, official gifts and favors, official entertainment or directly related miscellaneous expenses provided to official guests or provided for an official function: and
3. The expenditure will assist the agency in fulfilling an objective or goal which bears a valid relationship to the powers and functions of the state agency.
Procedures for Official Hospitality expenditures may be found on the University webpage under Faculty & Staff/Administration and Finance/Purchasing/IFAS Instructions/State Account Policies.
Revisions adopted by President's Cabinet (01-31-07).
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