Official Guests

Official Guest Request Form

Contracts, Procurement, and Accounts Payable has implemented a new Official Guest Request Form for all campus departments inviting official guests to provide speaking engagements, presentations, activities, or other services. This requirement is now in effect and applies to all official guest visits that are receiving compensation for services.

This new form replaces the previous practice of submitting backup emails and is designed to ensure clear, consistent, and complete documentation for every official guest visit. It captures all details needed for proper audit support, including:

• Purpose of the visit
• Description of services provided
• Agreed-upon compensation
• Logistical information (e.g., travel, dates, hosting department)

This does not substitute the Independent Contract request in CSUBUY Procure to Pay (P2P).

Please note that this form can act as the final invoice for the guest’s services. It must be attached to your requisition in P2P before payment can be processed.

Note: This guidance does not apply to HMSPF funding sources. For support related to Sponsored Programs Foundation activities, SPF offers Drop-In Zoom Hours every weekday from 2:00–3:00 p.m.

Important Notes:

• This form must be submitted at least one month before the service begins.
• Payment will only be processed if the guest (or their organization) is registered in CSUBUY Procure to Pay (P2P) at least two weeks before the service.
• If the community member is not already registered, department staff will begin the registration process after this form is submitted (one month before the service start date).

The Official Guest Request Form can be accessed here: Official Guest Request Form