Includes, but is not limited to, donors or prospective donors, prospective employees, visiting dignitaries, or guest lecturers.
KSU will pay or reimburse for ordinary and necessary entertainment expenses provided they meet all of the following criteria:
They are directly related to official KSU business and have a clear business purpose.
They are properly substantiated with itemized receipts and documentation.
They are allowable under all applicable KSU policies.
They are approved by an appropriate KSU official with budgetary authority.
Entertaining Business Guests: Expenses incurred to host business guests are permissible.
Business Meetings: Expenses for meetings of employees to conduct official KSU business are permissible. At least one KSU employee must be present at any meeting that includes non-university individuals.
Donor and Community Relations: Expenses for events that are primarily social or recreational are permissible if they support an underlying KSU business purpose, such as promoting goodwill or donor cultivation.
Employee Morale and Recognition: Expenses for official employee morale-building activities are permissible. Examples include gatherings to honor a retiring employee (or one separating after at least five years of service), official employee recognition receptions, and an annual faculty/staff picnic.
KSU funds may not be used under any circumstances for the following:
Personal occasions such as employee birthdays, weddings, anniversaries, showers, or similar private events.
Working lunches, refreshments, or meals provided at a routine staff or departmental function that does not have a clear and documented business purpose beyond the normal scope of work.
KSU Accountable Plan for Employee Expenses Policy
KSU Purchasing Policy
IRS Publication 463 (Travel, Gift, and Car Expenses)