Palm Beach State College Board Policy

Title: Budgeting Hospitality Funds

Policy Number: 6Hx-18-4.09

Legal Authority: 6A-14.077 FAC, 1001.64(11) FS, 1010.08 FS

Date Adopted/Amended: Second Reading 4/17/18

Purpose

To establish guidelines for expenditure of funds for promotion, public relations, hospitality, and certain other discretionary expenditures from non-appropriated funds.

Scope

This policy applies to all College employees who administer or manage and approve Hospitality Funds as defined in this policy.

Definitions

Hospitality Funds are characterized as funds for the following categories:

Hospitality: Which includes customary supplies and refreshments typically for the convenience of guests, partners, business leaders, and committee members from the community. This may include College employees, however, it is not intended solely for employees unless part of a College or campus-wide event, unless otherwise approved by the Vice-President of Administration and Business Services (VPABS) or designee/committee.
Public Relations: Attendance at community events for partner organizations or events to secure future partnerships.
College Promotion: Promotional communication or items of memorabilia as approved by the College Relations and Marketing Department.

Annual Budget: The annual spending plan as projected for the various departments permitted to use Hospitality funds.

Transfer Funds: Those non-appropriated funding sources which accrue to the College from Auxiliary operations.

Responsibilities and Guidelines

The VPABS or designee shall recommend a Hospitality Funds budget. Once approved, the VPABS or designee may amend as necessary within the guidelines established in State Board Rules.

The budgets will be set in the system for the normal course of business just as any other unrestricted fund in the budgeting process.

Projected budgets and actual expenditures shall be accounted for and the actual amounts expended will have a corresponding transfer from the Auxiliary Fund to the General Unrestricted fund(s). Limits of the transfer funds are prescribed in State Board Rules for State Colleges, referenced above.

Requests for procurement or other expenditures out of the various budgeted Hospitality accounts shall be made with the usual purchasing or expenditure guidelines as for other budgeted funds, including initiation and approvals.

Administrative Support and Budget Managers of Hospitality funds are subject to this Policy’s guidelines as well as administrative procedures for Hospitality funds.
A Finance Department designee will review and approve Hospitality funded transactions, and may also report on such funds as directed by the VPABS.

The College’s administrative policy will direct day-to-day operations and enable a framework for further defining discretionary Hospitality Fund budgets and should include details regarding:

The Executive Budget Committee
A detailed listing of permitted expenditures including standard promotional items and any exception process to further the College’s promotional or community efforts.