denotes required fields.

  • Completion of the following form is required prior to all hospitality events, refreshments and business meal expenses that exceed $50.
  • The amount requested should cover the total cost of the hospitality. If the expense exceeds the approved amount, the amount requested must be updated and initialed by the requestor and reauthorized with signature.
  • Hospitality funded by Sponsored Programs or Facilities & Admin (F&A) funds must have OSP or REDGE approval prior to the event.
  • Semester-long approvals for recurring events with static attendee lists may be allowed on a case-by-case basis.
  • Foundation funded events require supporting documentation which you will attach to the HAF through DocuSign.
Event Details
Please select all that apply if this is an all day event.
First/Last Name
Estimate high.
Guest Information
Number of persons/Group attending from MSU
List of Names - if this is a private meeting or invite only event. Public events do not need attendee lists. It is OK to put a group name and number (i.e. 250 fraternity students or TRIO/GEARUP Cohort)
Number of persons attending from outside of MSU
List of Names - if this is a private meeting or invite only event. Public events do not need attendee lists.
Hospitality Category
  • OSP Seminar Expenses: Light refreshments or meals provided during OSP seminars. Participant list required. (Code 62145)
  • Education/Research Training Expenses: Costs including light refreshments or meals served during seminars, workshops, professional meetings, or conferences. Participant list required. Campus employees in travel status and eligible for meal allowances (per diem) are not eligible for per diem when a meal is covered/provided by a business meal expense. (Business Meals – Training | Code 62809) **(most likely will be this one)**
  • Entertainment: Costs for approved entertainment, community relations, or public relations for official guests or visitors that are directly related to the objectives of the University. Participant list required. Campus employees in travel status and eligible for meal allowances (per diem) are not eligible for per diem when a meal is covered/provided by a business meal expense. Entertainment is not allowed on sponsored program or F&A funding. (Business Meals – Entertainment | Code 62824)
  • Grocery: Miscellaneous food items purchased for group meal preparation for remote research/work with students or other non-employees; if groceries are purchased for group remote travel, the state must be reimbursed for meal charges in excess of per diem. Please show per diem calculations. Participant list required. (Code 62264)
  • Student Recruiting: Refreshments or meals for prospective students or student-athletes. Participant list required. (Recruiting | Code 62815)
  • Job Candidate Expense (Non-OSP): Expenditures for food incurred by, or on behalf of, interviewees visiting the University. Participant list required. (Code 62826)
  • Job Candidate Expense (OSP/VPREDGE): Expenditures for food incurred by, or on behalf of, interviewees visiting the University. Participant list required. (Recruiting Non-Advertising | Code 62815)
  • Program/Education/Training Expense: Food items required for the conduct of a specific activity identified by a program name, e.g., favor bagwith bottled water and granola bar. (Program Expense | Code 62280)
Participant Details
(please check option below and attach additional documentation as required)

1. Private meeting/meal/event; participant list is required.
2. Event open to the public; event flyer or other program documentation required.