Hospitality Transactions follow DOFA

Announced on: Tuesday, Dec. 03, 2024

We have updated the Delegation of Fiscal Authority process (https://www.csuchico.edu/fin/delegation-of-fiscal-authority.shtml) for hospitality transactions. This workflow is built into CSUBUY so when using the Hospitality Request form, the system will route according to the monetary delegation. The one-up rules still apply so if the approver participates in the hospitality, their one up higher authority must sign off. This can be done by entering a comment on the requisition asking for the one-up approval.

Here is an example of a "one-up" scenario for illustration:

College hosts a welcome event for visiting faculty that includes catering and the college AAS attends the event. In this instance the Dean (AAS's higher-level approver) would need to approve the hospitality request. Department person entering the requisition simply adds a comment to the requisition requesting approval and adds the dean as a recipient. Once the dean gets the automated message, they can go in and comment back with their approval.

For ProCard transactions, it is the cardholder's responsibility to complete the ProCard Hospitality Form and obtain approval. If the Cardholder's approving official participated in the hospitality, the one-up rules still apply. These documents must be included in the ProCard reconciliation packet for review and approval by the department assigned Procurement Specialist.

For reference, a report of all hospitality transactions will be provided to leadership on a regular basis. These reports will provide meaningful visibility for all hospitality transactions for their respective areas.

Should you have any questions, please reach out to your department assigned Procurement Specialist.