Website Gifts & Hospitality Policy

1. Introduction

1.1 Showing gratitude through gifts, or giving hospitality to visitors or at meetings is considered a natural part of business. However these need to be regulated closely to ensure they do not go beyond what is considered reasonable and fair, and so that it cannot be said that a person’s judgement or favour has been influenced in the receipt of, or bestowing of, these.

1.2 For the purposes of this document the following terms are defined:

  • Donor – The person giving the gift or hospitality.
  • Gifts – Both physical and digital items that are given freely to the person/company, even if there was no initial cost to the donor. Tickets, vouchers, prizes, rewards are all covered, as are items given or loaned to the recipient below their market value.
  • Hospitality – This includes invitations to parties or events (including but not limited to sports and business events) where the cost is partly or wholly subsidised by the individual/company making the invitation. It also covers the purchase of meals, drinks or accommodation for the beneficiary during the course of any business activities.

1.3 If at any point a beneficiary is unsure how their gift/hospitality falls within this policy then they should contact their line manager for further advice. Please always bear in mind how the gift/hospitality would look to a third party who reviewed the register in the future and would not know about any previous history that might influence the donation and receipt of gifts/hospitality.

2. Gifts

2.1 Gifts that are below or equal to the value of £25 are acceptable to receive or give, providing they are not monetary.

2.2 Gifts that are greater than £25 in value can still be accepted or given but should be recorded on the register which can be found at the following location, and still must not be monetary:

G:\Company Policies\Corporate Gift and Hospitality Register.xlsx

2.3 £250 in one year is considered the cut off for the receipt and donation of gifts from/to one source. Any gifts exceeding this amount should not be accepted/offered under any circumstances.

2.4 Monetary gifts of any amount are never deemed acceptable. Unless in restitution for monies paid out by the recipient previously, and provided they cover only the amount previously expended and no more.

2.5 Seasonal gifts (non-monetary) when they are given to a whole company, or received for the whole of this company, are exempt from the conditions above provided they are shared amongst all staff as equally as possible.

2.6 Should gifts be given to or received by multiple staff members then the total value should be split equally between those staff members for the purposes of the register. Please note this only applies to staff members, so should a gift be given/received for staff members and their friends or family then the value should only be split by actual staff members.

3 Hospitality

3.1 Staff may accept or give (where there is an agreed budget already) offers of hospitality during the course of their normal role, providing that the host is present e.g. working lunches, social functions or events.

3.2 If the host is not present and the costs of the hospitality are covered instead, then this should be considered a gift and should be treated as such by the conditions in section 2 of this document.

3.3 Hospitality provided/received for multiple staff members should have the value split between those staff members when considering the entry onto the register. Please note this only applies to staff members, so should hospitality be given/received for staff members and their friends or family then the value should only be split by actual staff members.

3.4 Hospitality is part of normal business etiquette, so the allowance for this is higher than with gifts. Therefore only hospitality that is given/received over the value of £50 per person should be recorded on the register which can be found at the following location:

G:\Company Policies\Corporate Gift and Hospitality Register.xlsx

3.5 Whilst there is currently no limit in place about the amount of hospitality that can be given or received in the course of a year, then all members of staff are requested to use their own judgement to decide what is considered acceptable and fair. Should hospitality be abused then a limit will be implemented.

3.6 Providing/receiving accommodation as part of hospitality is acceptable provided that it does not exceed the period of business activities (for instance not paying to stay the whole weekend when business activities finished on Friday). Your own judgement should be used when considering what is fair and acceptable.

3.7 Items given during the course of hospitality that can be taken away from the event should be considered to be gifts and treated as such by the conditions in section 2 of this document.

4 Register

4.1 The gift and hospitality register is located at:

G:\Company Policies\Corporate Gift and Hospitality Register.xlsx

4.2 The maintenance of the register listed above should be undertaken by everyone who accesses it. Any inaccuracies, missing information and in particular any totals exceeding the acceptable amount, should be policed by all staff and reported to your line manager as soon as they are spotted.

4.3 Once an entry has been added to the registry then it should never be removed, even if the gift/hospitality was subsequently rejected or returned. Instead, if a line is no longer relevant then the value of the gift should be removed, and the notes column should be used to state why the line is no longer relevant and what happened to the gift(s)/hospitality that was given.

4.4 The register is there to provide transparency with regards to how gifts and hospitality are handed internally and should be available to view should relevant parties request it. Any requests to view the Corporate Gift and Hospitality register should be passed to a Director to respond.


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