Here are general guidelines to help you define your expenses:

For the Business meal

• You will need to identify the specific purpose, and this can include meal donor or required meal during the university event.
• List the timeline, attendee’s names, and their affiliation to the University.
• This typically includes CSUF guest.
• If meal or food purchases occur during breakfast, lunch, or dinner, identify the reason why the meeting could not be done during regular business hours.
• If it’s for University employees only, identify the reason for food.
• Food at staff meetings will require VP approval.
• Typically, two-person employees only are prohibited meals.
• Directive 11 will be required when the expense is itemized.

For the Team/morale-building activity

• You will need to identify the specific purpose, list the attendees, and identify the facilitator.
• The purpose should have a University mission-related purpose and not just to get together to provide food or refreshments.
• Directive 11 may be required when the expense is itemized if food was purchased.
• A not allowable business reason is personal events for example, holiday parties, birthdays, baby showers, or retirement under 5 years.

For an Event/Workshop expense

• If hosting the event, identify the event title, date, reason for the event, list the attendees and facilitator.
• Meals would follow the same business meals process that was previously mentioned.
• If attending the event, identify the event title, date, and reason for the event.
• Directive 11 or the Q number may be required when the expense is itemized.

For Gifts or Personal Items 

• These items are NOT allowed for birthdays, baby showers, or holidays.

For Promotional items

• Identify a specific purpose or use of items.
• List recipients of items and, if applicable, identify the event title that items will be distributed at.
• Directive 11 will be required when the expense is itemized.

For Office Supplies

• Provide a reason for why it was not purchased at Staples, as it is CSUF’s preferred supplier.
• Identify the specific purpose and use of supplies, such as an event or replenish supplies for who or what organization.
• You will also need to provide who will receive or use the item.
• It is prohibited to purchase personal gifts or birthday cards for staff only.

For Awards

• Identify the recipient and affiliation to the University.
• Directive 11 will be required when the expense is itemized.

For IT hardware

• Identify the specific purpose or use of hardware.
• Include who will use the purchased item, list their names and locations for use.
• IT authorization number will be required when the expense is itemized.

For Membership

• Identify specific purpose or benefit to the University.
• Identify if it’s an individual membership and lists the individual’s name(s).
• Membership Justification Form will be required when the expense is itemized.

For Online Training  

• Identify a specific purpose, examples include professional development, required course for a position, license renewal, compliance training, or certification requirements.
• List the names of training attendees.

For Facility Rental

• Identify specific purpose, event details, list the location and # of attendees.
• Q number may be required when the expense is itemized if location is offsite and/or agreement was signed.

For Subscription

• Identify the specific purpose or use of the subscription.
• Identify who will use the subscription.
• How it will benefit the department/university.
• If the subscription is one-time or part of a renewal.
• IT authorization will be required when the expense is itemized.