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Giving of gifts and hospitality
This guidance does not prohibit Colleges and Services giving normal and appropriate hospitality to third parties.
The giving of gifts and hospitality is acceptable provided the following requirements are met:
- it is not made with the intention of influencing a third party to obtain or retain business or a business advantage, or to reward the provision or retention of business or a business advantage, or in explicit or implicit exchange for favours or benefits;
- it complies with local law (if given outside the United Kingdom);
- it is given in the name of the University of Exeter;
- it does not include cash or a cash equivalent (such as gift certificates or vouchers);
- it is appropriate in the circumstances (for example, in the UK it is customary for small gifts to be given at Christmas time);
- taking into account the reason for the gift, it is of an appropriate type and value and given at an appropriate time;
- it is proportionate, both in its frequency and scale, to the relationship with the beneficiary, taking account of the nature of their relationship with the University and any hospitality previously given by the beneficiary to representatives of the University;
- it is given openly, not secretly. To meet this requirement, a record of gifts and hospitality given above a above ‘token value’ (ie greater than £20) should be maintained by the College/Service in accordance with regulations issued by the Director of Finance and Deputy Registrar and be available for internal audit;
- appropriate records of expenditure are maintained in accordance with the University’s Financial Regulations and Expense Regulations.
Gifts should not be offered to government officials or representatives, or politicians or political parties, without the prior approval (in writing) of the Registrar and Deputy Chief Executive or the Director of Finance and Deputy Registrar.
It is not acceptable for any employee of the University or other person or organisation acting on behalf of the University to:
- give, promise to give, or offer, a payment, gift or hospitality with the expectation or hope that a business advantage will be received, or to reward a business advantage already given;
- give, promise to give, or offer, a payment, gift or hospitality to a government official, agent or representative to "facilitate" or expedite a routine procedure.
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