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Receiving of gifts and hospitality
The Code of Conduct requires staff to report to their College Manager/Director of Professional Service (or other notified manager) any gifts offered or accepted which are above ‘token value’ (ie greater than £20).
The Code of Conduct also encourages staff to seek advice from their line manager if they are offered or receive gifts of higher value; or they receive a succession of small gifts within a short period of time; or otherwise have any concern that there is an intention to influence them to change their behaviour or act improperly.
Colleges/Services should therefore ensure that line managers are aware of their responsibilities if they are approached by a member of their team seeking advice about the offer of a gift. In particular, line managers should be able to advise staff on whether, depending on the circumstances, they should accept and keep the gift or hospitality; accept the gift but raffle it among colleagues and donate the money to charity; accept the gift but share it with colleagues; politely decline the gift or hospitality; or make clear to the donor that the recipient of the gift will not be involved in decision making relating to business relations between the University and the donor.
Colleges/Services should ensure that staff know to whom they should report any gifts, where this is required by the Code of Practice.
Colleges/Services must maintain a register of reports of gifts offered and/or accepted made by their staff. The registers must comply with any requirements issued by the Director of Finance and Deputy Registrar and be available for internal audit.
It is not acceptable for any employee of the University or other person or organisation acting on behalf of the University to:
- accept payment from a third party that the individual knows or suspects is offered with the expectation that it will obtain a business advantage for them;
- accept a gift or hospitality from a third party the individual knows or suspects that it is offered or provided with an expectation that a business advantage will be provided by the University in return;
The University’s procurement standards do not permit the acceptance of gifts and/or hospitality from a prospective supplier during a procurement exercise.
Return to contents of Prevention of bribery and other improper conduct: Guidance for Colleges and Services
