ࡱ>  Sbjbj ;K+8)="\=^=^=^=^=^=^=c?Br^=eee^=s= e\= e\= 8:hC*|9H==0=9\wBRwB0:wB:XvT hD^=^=oX=eeeewB : QUEENS UNIVERSITY BELFAST Policy on the Acceptance of Gifts, Gratuities and Hospitality 1. Introduction The University is committed to the highest level of corporate governance and ethical standards in relation to the stewardship of the public and private funds for which it is responsible. In this context, this policy provides guidance to staff and to lay members of Senate/University Committees on the circumstances in which it is, and is not, appropriate to accept gifts, gratuities and hospitality. It is also designed to provide protection, both for these individuals and for the University, on those occasions when a gift or hospitality has been accepted, by recording these and the reasons for their acceptance, in an accountable, objective and transparent way. This policy should be read in conjunction with the following University policies and procedures: Code of Conduct; Register of Interests Policy; Bribery Policy; Guidance Policy on Staff Relationships; Grievance and Discipline Procedures; Financial Procedures Manual. The Bribery Policy, developed in response to the Bribery Act, enacted on 1 July 2011, is of particular relevance. Further information on the Bribery Policy is available on the Registrars Office website. 2. Policy Objectives and Guiding Principles This policy is underpinned by the following guiding principles: (i) All staff and members of Senate/University Committees should adhere, at all times, to the Seven Principles of Public Life, set out by the Nolan Committee - these are selflessness; integrity; objectivity; accountability; openness; honesty; and leadership; (ii) The conduct of individuals should not create suspicion of any conflict between their professional duty and their private interest; (iii) The action of individuals acting in an official capacity should not give the impression (to any member of the public, to any organisation with whom they deal, or to their colleagues) that they have been (or may have been) influenced by a benefit to show favour or disfavour to any person or organisation; (iv) The reputation of the University will be at risk if an unethical relationship is fostered with an individual, business or an organisation. In this respect, it is a disciplinary offence for a member of staff, member of Senate or of a University Committee to accept any benefit as an inducement or reward: For taking any action (or specifically not taking action) in his/her official capacity. For showing favour (or disfavour) to anyone in his/her official capacity. 3. Scope of the Policy The policy is targeted at all levels of University staff, both full-time and part-time. The policy also extends to cover lay members of Senate and co-optees to University Committees, where these individuals are offered gifts and hospitality in connection with their role as a lay member of Senate or related Committee. 4. Definitions The term gift or gratuity includes any personal, material or financial advantage or reward. It also includes discounts. Hospitality includes meals and drinks, invitations to events, accommodation, or travel. 5. Considerations 5.1 General Considerations Before a gift, gratuity or hospitality is accepted, consideration should be given to whether this: Is likely to help business effectiveness and foster strategic relationships; Would create any obligation, or perceived obligation, on the part of the recipient; Could be considered frequent, lavish or prolonged; Is connected with any decision affecting the University or the individual offering it; Relates to the acceptance of any gift from a person or organisation which has, or is hoping to have, a contract with the University; Could be justified to the Head of School/Director and to the public at large/media; Provides a benefit to the University which outweighs the risk of possible misinterpretation of the offer of the gift or hospitality. If on consideration of these factors, acceptance of the gift, gratuity or hospitality seems inappropriate, then the offer should be declined. 5.2 Supplier Conflicts If an inappropriate approach is made to any member of staff by a supplier or potential supplier, this should be reported to the Head of School/Director, in the first instance. Should such an approach be made to a member of Senate/University Committee, this should be reported directly to the Registrar and Chief Operating Officer. 6. Gifts and Gratuities General Guidelines 6.1 Acceptance of Gifts and Gratuities Token or seasonal gifts with a value of less than 20, may be accepted, without the need to seek approval such gifts might include diaries, pens, calendars, paperweights displaying the company logo etc. Gifts or gratuities, valued in excess of 20, should be considered in line with the approval mechanisms detailed in Sections 8 and 9 below. 6.2 Refusal of Gifts and Gratuities Gifts or Gratuities, valued in excess of 20, should not be accepted in the following circumstances: (i) As an inducement either for doing something, or not doing something, in an official capacity; (ii) If acceptance results solely in personal benefit, i.e. there is no benefit to the institution in terms of business effectiveness and fostering of strategic relationships; (iii) If there is any possibility of an ulterior or dishonest motive on the part of the donor; (iv) Where the gift is in the form of a discount card, gift voucher and/or cheque. 7. Hospitality General Guidelines 7.1 Acceptance of Hospitality Hospitality may be accepted in the following circumstances: When a member of staff is in the process of building a key strategic relationship with the provider of the hospitality; Where a working lunch of modest standard is offered, in the course of visits or meetings, to enable parties to discuss business relating to the strategic aims of the University; If the offer relates to attendance at a social or sporting event where it is considered appropriate for the University to be represented; Where participation is undertaken in an official capacity, eg speaking at a conference on behalf of the University. 7.2 Refusal of Hospitality Hospitality should not be accepted in the following circumstances: Offers of free accommodation, holidays, travel, weekend breaks, free invitations to sporting occasions and entertainment, where there is no organisational benefit. Particular care should be taken when an offer is from an organisation that supplies, or has the potential to supply, goods or services to the University. Inducements which could lead to a contractual position between the University and the supplier, contractor or consultant. On occasions, suppliers will issue invites to attend sporting, social and cultural events. The University does not wish to impose a blanket restriction on the acceptance of such hospitality. Staff and members of Senate/University Committees are, however, advised that they need to be mindful of the cumulative effect of accepting multiple hospitality invitations from the same supplier over a short timescale. 8. Reporting/Approval Arrangements Members of Staff The reporting arrangements for different categories of gift/hospitality are set out below: (i) Token or seasonal gifts/hospitality with a value of less than 20 may be accepted, without the need to inform the Line Manager/Head of School/Director. It is not necessary to report or record the acceptance of token gifts/hospitality in the Gifts and Hospitality Registers. (ii) Approval from Line Management should be sought/received prior to accepting any gift/hospitality valued between 20 and 75. A School/Directorate Gifts and Hospitality form (Annex A) should be completed to support this process, to include gifts /hospitality accepted/not accepted, and a signed copy retained in the School/Directorate Gifts and Hospitality Register. (iii) In relation to gifts/hospitality valued in excess of 75, it is the responsibility of individual members of staff to seek, prior to acceptance, approval from their Head of School/Director. A Gifts and Hospitality form (Annex B) should be completed to support this process, to include gifts/hospitality accepted/not accepted, and forwarded to the Registrars Office, for recording in the central Gifts and Hospitality Register. A signed copy of this form should also be retained in the School/Directorate Gifts and Hospitality Register. (iv) Where gifts/hospitality, valued in excess of 75, are offered to members of the Senior Management Group, these staff should notify and seek the requisite approvals from their Line Manager. A Gifts and Hospitality form (Annex B) should be completed to support this process, to include gifts/hospitality accepted/not accepted, and forwarded to the Registrars Office, for recording in the central Gifts and Hospitality Register. A signed copy of this form should also be retained in the School/Directorate Gifts and Hospitality Register. (v) The appropriate form must still be completed where an individual chooses not to accept the proposed gift/hospitality in such cases, a signed copy should also be retained in the appropriate Gifts and Hospitality Register. (vi) In approving gifts/hospitality, the Line Manager/Head of School/Director should take account of the cumulative value of gifts/hospitality received by an individual, from a given organisation, in any one rolling year period. (vii) In exceptional circumstances, where gifts/hospitality have been offered during the course of an institutional visit abroad, this should be reported/authorised within 10 working days of the individuals return to the University. If authorising staff have any doubts about whether an offer of a gift or hospitality should be accepted/not accepted (it is accepted that refusal may sometimes cause offence), they should consult their Head of School/Director in the first instance. In any cases where the Head of School/Director is unsure as to whether a gift or hospitality should be accepted/not accepted, the matter should be referred to the Registrar and Chief Operating Officer who will be the final arbiter on the advisability of accepting gifts/hospitality. 9. Reporting/Approval Arrangements Members of Senate/University Committees The reporting arrangements for different categories of gift/hospitality is set out below: (i) Token gifts or hospitality, with a value of less than 20, may be accepted, without the need to inform the Registrar and Chief Operating Officer, in his capacity as the Secretary to Senate. It is not necessary to report or record the acceptance of token gifts/hospitality in the central Gifts and Hospitality Register. (ii) Gifts/hospitality valued between 20 and 75 should be notified to, and discussed with, the Secretary to Senate. A Senate/University Committee Gifts and Hospitality form (Annex C) should be completed to support this process, to include gifts/hospitality accepted/not accepted, and a signed copy forwarded to the Registrars Office, for recording in the central Gifts and Hospitality Register. (iii) It is the responsibility of individual members of Senate/University Committees to notify, and seek approval from, the Secretary to Senate when a gift/hospitality in excess of 75 is offered. A Gifts and Hospitality form (Annex D) should be completed to support this process, to include gifts/hospitality accepted/not accepted, and forwarded to the Registrars Office, for recording in the central Gifts and Hospitality Register. If members of Senate or of the Universitys core Committees have any doubts about whether an offer of a gift or hospitality should be accepted/not accepted (it is accepted that refusal may sometimes cause offence), this matter should be referred to the Registrar and Chief Operating Officer who will be the final arbiter on the advisability of accepting gifts/hospitality. 10. Further Information Further information on this policy is available from the Registers Office, on request. ANNEX A QUEENS UNIVERSITY BELFAST GIFTS, GRATUITIES AND HOSPITALITY REGISTER SCHOOL/DIRECTORATE This form must be completed in relation to all relevant gifts or hospitality valued between 20 and 75 which are accepted/not accepted on behalf of the University. Forms must be authorised at Line Management level and a copy retained in the School/Directorate Gifts, Gratuities and Hospitality Register. 1. PROPOSED RECIPIENT DETAILS: Name______________________________ Grade___________________________ School/Directorate_____________________________________________________ Job title_____________________________ Contact No_______________________ Email_______________________________ 2. INFORMATION ON GIFT(S) OR HOSPITALITY: (to be completed by recipient only) Source of Gift(s)/Hospitality______________________________________________ ___________________________________________________________________ Description and estimated value of Gift(s)/Hospitality__________________________ ___________________________________________________________________ Date of Offer_________________________________________________________ Details of Gift(s)/Hospitality Offered by this source in the past 12 months _________ ___________________________________________________________________ 3. LINE MANAGEMENT AUTHORISATION: (to be completed by the proposed recipients Line Manager) Please delete as appropriate: I approve/do not approve the acceptance of the gift(s)/hospitality described above. Please indicate reason(s) for decision ____________________________________ ___________________________________________________________________ Signed_______________________________ Position________________________ Print Name___________________________ Date__________________________ ANNEX B QUEENS UNIVERSITY BELFAST GIFTS, GRATUITIES AND HOSPITALITY REGISTER REGISTRARS OFFICE This form must be completed in relation to all relevant gifts or hospitality in excess of a value of 75, which are accepted/not accepted on behalf of the University. Forms must be authorised at Head of School/Director/Line Manager level and forwarded to the Registrars Office for inclusion in the central Gifts, Gratuities and Hospitality Register. 1. PROPOSED RECIPIENT DETAILS: Name______________________________ Grade___________________________ School/Directorate_____________________________________________________ Job title_____________________________ Contact No_______________________ Email_______________________________ 2. INFORMATION ON GIFT(S) OR HOSPITALITY: (to be completed by recipient only) Source of Gift(s)/Hospitality______________________________________________ ___________________________________________________________________ Description and estimated value of Gift(s)/Hospitality__________________________ ___________________________________________________________________ Date of Offer_________________________________________________________ Details of Gift(s)/Hospitality Offered by this source in the past 12 months _________ ___________________________________________________________________ 3. HEAD OF SCHOOL/DIRECTOR/LINE MANAGER AUTHORISATION: (to be completed by Head of School/Director/Line Manager) Please delete as appropriate: I approve/do not approve the acceptance of the gift(s)/hospitality described above. Please indicate reason(s) for decision ____________________________________ ___________________________________________________________________ Signed_______________________________ Position________________________ Print Name___________________________ Date__________________________ ANNEX C QUEENS UNIVERSITY BELFAST GIFTS, GRATUITIES AND HOSPITALITY REGISTER SENATE/UNIVERSITY COMMITTEES This form must be completed by members of Senate/University Committees in relation to all relevant gifts or hospitality valued between 20 and 75, which are accepted/not accepted on behalf of the University. Forms must be authorised by the Registrar and Chief Operating Officer, in his capacity as Secretary to Senate, and retained in the central Gifts, Gratuities and Hospitality Register. 1. PROPOSED RECIPIENT DETAILS: Name_______________________________________________________________ Position Held_________________________________________________________ Date of Appointment___________________________________________________ 2. INFORMATION ON GIFT(S) OR HOSPITALITY: (to be completed by recipient only) Source of Gift(s)/Hospitality______________________________________________ ___________________________________________________________________ Description and estimated value of Gift(s)/Hospitality__________________________ ___________________________________________________________________ Date of Offer_________________________________________________________ Details of Gift(s)/Hospitality Offered by this source in the past 12 months _________ ___________________________________________________________________ 3. AUTHORISATION: (to be completed by the Registrar and Chief Operating Officer) Please delete as appropriate: I note the acceptance/non-acceptance of the gift(s)/hospitality described above. Signed______________________________________________________________ Date________________________________________________________________ ANNEX D QUEENS UNIVERSITY BELFAST GIFTS, GRATUITIES AND HOSPITALITY REGISTER SENATE/UNIVERSITY COMMITTEES This form must be completed by members of Senate/University Committees in relation to all relevant gifts or hospitality valued in excess of a value of 75, which are accepted/not accepted on behalf of the University. Forms must be authorised by the Registrar and Chief Operating Officer, in his capacity as Secretary to Senate, and retained in the central Gifts, Gratuities and Hospitality Register. 1. PROPOSED RECIPIENT DETAILS: Name_______________________________________________________________ Position Held_________________________________________________________ Date of Appointment___________________________________________________ 2. INFORMATION ON GIFT(S) OR HOSPITALITY: (to be completed by recipient only) Source of Gift(s)/Hospitality______________________________________________ ___________________________________________________________________ Description and estimated value of Gift(s)/Hospitality__________________________ ___________________________________________________________________ Date of Offer_________________________________________________________ Details of Gift(s)/Hospitality Offered by this source in the past 12 months _________ ___________________________________________________________________ 3. AUTHORISATION: (to be completed by the Registrar and Chief Operating Officer) Please delete as appropriate: I approve/do not approve the acceptance of the gift(s)/hospitality described above. 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