Hosting Groups/Guest

Policies and Procedures for Hosting Groups/Guests

To learn more about Oregon University System's Policies and Procedures:

  • Navigate to www.ous.edu/state_board/polipro
  • From Policies and Procedures click on Fiscal Policy Manual.
  • Page down to the PROCUREMENT & CONTRACTING section, and click on Purchasing and Accounts Payable.
  • On the OUS Financial Administration Standard Operating Manual (FASOM) page, arrow down to Entertainment and Hosting Expenses and Groups and Guest - Refreshment, Meals, Transportation, and Hosting Non-Employees.

Procurement Cards and Hosting Groups/Guests

Procurement cards may be used for hosting as follows:

  1. When hosting groups on-campus the procurement card may be used to pay for the event except for any alcohol or tips. A hosting form must be attached to the monthly procurement card reconciliation and all hosting provisions adhered to in terms of meeting agenda, timing and business/university purpose.

Procurement cards may not be used for hosting as follows:

  1. When hosting individuals or groups off-campus payment must be made with personal funds and then a reimbursement request must be submitted with all required documentation and hosting forms. For larger events direct payment to the vendor is the preferred method of payment.
  2. As an absolute rule the procurement card may not be used to purchase alcohol or provide tips of any nature.

Download

  • IconApprovals Form for Hosting Groups/Guest
    Before hosting an event, complete one of the above attachment forms and then have it signed by the department head and an approving Vice President. The approved form must accompany payment documentation.

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