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Processes and Guidelines

Budget Request Process

Academic Affairs colleges and departments requesting permanent or one-time funding in addition to their current baseline can do so by submitting a completed and signed budget request form (found under Resources) along with supporting documentation to Please ensure that you have reviewed the guidelines below:


Faculty Additional Pay Process

As a condition of the Unit 3 CBA and system policy, the Chancellor’s Office limits faculty from working more than 125% on all employment paid through the CSU or any of its auxiliaries (e.g., CEGE, University appointment, grants, and contracts) within a given period.

The CBA allows up to 25% overload if the additional employment:

  1. Consists of employment of a substantially different nature from the primary or normal work assignment or
  2. is funded from non-general fund sources or
  3. is the result of part-time employment on more than one campus.

Overload limitations and calculations are based on time-base, not salary. When applying the limitations of the Additional Employment Policy to academic year employees, the time-base is calculated based on the number of hours within each work/break period, as follows: Academic Work Days: Faculty may work up to an additional 25% during academic workdays.

*Break: Faculty in academic year assignments may work one full-time and one appointment not to exceed 25% on campus-funded activities working on grants and contracts, if one of the three tests listed above is met by the appointments. Any one appointment may not exceed full-time; for example, a faculty member cannot be appointed above full-time to one grant.

For 12 month faculty, the time-base is calculated based as follows: the general rule is that the 25% overload is calculated on a weekly basis, allowing ten hours per week for additional employment. Faculty in additional appointments paid at a daily rate (e.g., Special Consultant) are considered to have worked a full (8-hour) day for each day charged, regardless of the number of hours reported. Normally, when using a daily rate appointment in addition to a full-time primary appointment, the number of days of additional appointment should not exceed a monthly average of one day per week.  Please contact the college AA/S if you have questions regarding the calculations for additional pay.

Please review the Faculty Additional Pay Guidelines for Academic Affairs. Any questions or concerns can be forwarded to Joselyn Yap via email at or phone call (909) 537-7350.


Hospitality Guidelines

Effective as of January 11, 2023, the Office of Academic Budget & Planning will no longer require the Hospitality Expense Pre-Approval Form for processing hospitality for the Division of Academic Affairs. 

It is the policy of the California State University (CSU) that hospitality expenses may be paid to the extent that such expenses are necessary, appropriate to the occasion, reasonable in amount, and serve a purpose consistent with the mission and fiduciary responsibilities of the CSU. 

To ensure the proper use of funds for hospitality purposes, please refer to the following:

CSUSB Hospitality Policy 
CSU Hospitality Policy

Please note that the Provost, or approved delegate, will review and sign off on the hospitality expense approval form that is in accordance with a clear CSU business purpose, with no personal benefit derived to the employees, is cost-effective, and is in accordance with the best use of public funds.

Documentation Required

The following documents and attachments are required to formally support the expenditure:

  • Hospitality Expense Form 
  • Itemized receipt (receipt of invoice from the vendor showing payment) or Lost Receipt Memo
  • Agenda/Flyer/Invitation
  • Listing of Attendees and Affiliations
    • In the event of a large-scale group event, such as commencement, campus-wide business conferences, etc. where a sign-in sheet is not available, include a flyer or invitation to justify why there is no attendee listing. 
  • Campus Catering - In addition to the above-required documentation, the following are also required:  
    • Itemized Invoice
    • Detailed function sheet
  • Catering (other than campus catering) - Purchase Order Requisition submitted to the appropriate Purchasing unit and in compliance with their guidelines: 
    • Approved Hospitality Expense Form
    • Itemized quote/invoice
    • Listing of Attendees/agenda/flyer
    • Submit invoice to Accounts Payable with PO number listed on the invoice


  • The requested information is filled out accurately and completely to avoid delays.
  • The correct account chartfield string is being used.
  • All required documents are attached.
  • If alcohol was purchased, make sure the amount plus the tax is deducted from the overall amount.
  • Alcohol can be reimbursed through auxiliary funds, not through state funds.


Once the form is completed follow the Division of Academic Affair’s Approval Flow. Please be sure to attach all required documents when submitting the Hospitality Expense Form for processing.

For questions, please email us at