Professional Documents
Culture Documents
1.2 For the purposes of this policy the management team made up of the Executive
Director, Assistant Directors, Quality Assurance and Training Manager and
Business Manager are known as authorising officers and they are reminded of
their accountability for hospitality extended under their authority.
2. DEFINITION OF HOSPITALITY
Type of gift/hospitality Approval required
1. Modest conventional hospitality No
(eg working lunch).
Form A1: Gifts and Hospitality Approval Form and Gift and Hospitality Register must be completed
on all occasions.
Examples where hospitality may not be accepted (not a prescriptive list)
*Leisure Events * Complimentary Tickets
*Sporting Events *Weekend breaks or holidays, whether paid for or not.
(very occasional acceptance of meals or tickets may be accepted see paragraph 2.21)
4. SCALE OF HOSPITALITY
4.1 Official entertainment should be, and should be seen to be, unostentatious and
on a modest scale. It should not provoke adverse public comments about
“wining and dining at the taxpayers' expense”, or about public servants
benefiting from arrangements that exist primarily for the purpose of extending
hospitality to others.
4.2 When choosing venues for meals the more expensive and luxurious hotels and
restaurants should be avoided unless there are compelling reasons such as the
availability of particular facilities.
4.3 Where practicable, functions should take the form of lunch rather than dinner.
4.4 Where entertainment involves a meal in a hotel, a fixed price menu should
normally be agreed in advance. If no service charge were included in the bill a
tip of up to 10% would be reasonable.
4.5 Where the entertainment takes the form of an evening meal the cost of drinks,
including aperitifs and wines should not exceed one third of the cost of the meal.
With the exception of tea/coffee, beverages should not normally be provided
with lunches.
5. RECIPIENTS OF HOSPITALITY
5.2 The same guests should not be offered hospitality on an automatically recurrent
or regular basis, or solely as a return gesture.
6.11 Although the general principle is that hospitality should only be offered to non
public sector guests, or where public sector guests are in the minority, there is
some flexibility regarding expenses incurred by senior officers for refreshments
at meetings to which departmental colleagues, representatives from other
Reviewed September 2006
departments or persons outside the civil service are called for conference.
6.2.1 Residential
6.2.2 Nonresidential
Light lunch may be provided where it facilitates the running of the course or
where alternative provision is not available. Written approval must be sought in
advance. Unless part of a fixed price package, beverages (with the exception of
tea/coffee) should not normally be provided with lunches.
6.3.1 Prior approval should be sought from a Member of the Management Team
regarding:
6.4.1 It is recognised that there may be cases when, in the interests of the Agency,
flexibility in interpretation of the strict policy rules may be necessary.
6.4.2 However, approval for such situations must be obtained from a member of the
management team.
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6.4.3 In addition to the normal information required at Paragraph 6.4.2, the request for
approval should clearly detail the following:
Ø why the request falls outside the boundaries of what is normally allowable;
Ø why it is considered necessary to provide such hospitality;
Ø how it will directly benefit the department; and
Ø the expected consequences of the request being refused.
7.2 Where a price has been negotiated in advance there should be no variation
between the approved and actual cost. Where it has not been possible to
negotiate a fixed price and the actual cost varies by more than 10% or £30 from
the approved estimate (whichever is the lower), an explanation of the variation
should be forwarded to the Executive Director.
7.4 In each case the Personal Assistant responsible for Petty Cash should ensure that
the expenditure was properly approved and that the hospitality extended falls
within the terms approved.
7.5 The Personal Assistant responsible for Petty Cash should ensure that each Petty
Voucher is filled out appropriately detailing the amount spent, the date, who
attended the meeting and what it was for. The signatures of the person receiving
the money to make payment and the authorising officer (PA) should be recorded.
The receipt should also be stapled to the Voucher.
7.6 The Petty Cash Recoupment sheet should be completed by the Personal Assistant
responsible for Petty Cash when the balance is approximately £30. The
recoupment form should include a list of all expenditure within the detailed
timespan, amounts, dates, account codes and all attached vouchers. The total
amount spent and the balance in the petty cash box should be inserted in the
appropriate areas of the form. The form should then be signed and dated by an
Authorising Officer.
7.7 Officers who can approve hospitality at the relevant levels is detailed below:
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Level Approved by
Chairman Executive Director
Executive Director Chairman
Board Members Chairman
Management Team Executive Director
Guardians ad Litem Assistant Directors
Administration Business Manager
8.1 Approving officers are reminded of their responsibility for ensuring adherence to
the guidelines.
8.2 It is important that the Executive Director has a defence against charges that the
level of hospitality is excessive or that the Agency's staff are being entertained at
the taxpayers expense. Where there is doubt about any particular event,
approving officers should seek advice or err on the side of caution and reject the
request.
8.3 Officers authorising payments are reminded of their responsibility to ensure that
the hospitality extended was properly approved.
9. DOCUMENTATION
9. 1 The purchase and payment for hospitality bought from outside must be
approved, authorised and documented in the same manner as the purchase of
any type of good or service.
Ø Written request for permission to extend hospitality and for the type and scale of
hospitality proposed;
Ø Written approval for the type and scale and estimated cost of hospitality
proposed, and for the guest list;
9.4 Copies of all documentation should be held in the appropriate branches available
for audit inspection.
10. 1 Staff should be reminded that they should not claim day subsistence allowance
where lunch was provided at a function.
11.1 All expenditure on hospitality should be clearly identified as such and charged to
the expense code for hospitality (89/19). It is not permissible to obscure the
purpose of expenditure on hospitality by subsuming such expenditure within
other expense codes. A hospitality budget is available.
12.1 The NIGALA recognises that recipients of our service, may, on occasion, offer
gifts and hospitality to staff. This guidance sets out the principles governing the
acceptance of gifts and hospitality, reminding staff of their responsibility to
exercise judgement regarding offers of gifts and hospitality. The staff of
NIGALA should conduct themselves with honesty and impartiality in the
exercise of their duties and therefore should never receive benefits of any kind
from a third party which may compromise their personal judgement. The main
principle of this guidance is that no member of staff should do anything which
may give rise to the impression that they have been influenced by a gift or
hospitality to show bias towards any person or organisation while carrying out
work duties.
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12.2 The NIGALA will maintain a Gift and Hospitality Register, which will prevent
any possible accusations or suspicions of breach of the guidance. The Register
shall be subject to FOI enquiries and staff should bear this in mind when
deciding on the acceptance of gifts or hospitality.
12.3 It is the Assistant Director’s responsibility to ensure all staff are aware of this
guidance and that registers are in place and maintained at all times.
13.1 The general rule is that all gifts, invitations or hospitality offers should be
refused. However, seasonal or promotional gifts, such as calendars, pens etc,
which bear company names and have a value of less than £50, may be accepted
by staff members and do not require to be reported or approved. Acceptance of
any other gifts must be approved by senior management in advance and must be
recorded by the staff member, on the Gift and Hospitality Register.
13.2 More expensive gifts, with a value of £50 or more, cannot, in any circumstances,
be accepted. All gifts, of £50 or more must be recorded on the Gift and
Hospitality Register, even if they are declined and returned.
14.1 Trade, loyalty or discount cards, by which a staff member may benfit from the
purchase of goods at a reduced price are considered gifts, and should be refused
and returned to the sender.
14.2 Flyer cards which are used by airlines can be used by staff to avail of special
departure lounges, priority bookings and checkin. Staff must not make personal
use of any flights or air miles which derive from flights paid for by the Agency.
15.1 With the exception of trivial promotional or seasonal gifts, no gifts or hospitality
of any kind should be accepted from anyone involved in the procurement or
monitoring of a contract.
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16. GIFTS RECEIVED IN RECOGNITION OF WORK DONE
16.1 If gifts, by way of gratuities for lectures or similar work are offered, then
acceptance should be based on how much of the prepatory work for the event
was done in the own staff member’s time, how much in work time and the extent
to which Agency resources, with the exception of Agency laptops, were used in
the preparation.
a) If the work was carried out in the individuals own time and the event took
place outside normal working hours, with no expense incurred to the
Agency, it would be acceptable for the individual to accept the
token/gift/fee.
b) If the preparation was done in Agency time, with use of Agency resources,
no gifts or fees should be accepted unless the event is carried out outside
of normal working hours, when a gift up to the value of £50 is acceptable.
c) If the preparation was carried out and the lecture was delivered in the
own individuals time, but Agency facilities were used for typing,
preparing handouts etc. then a gift to the value of not more than £75 is
acceptable.
16.3 In either of the above scenarios, the Agency can, if they so wish, charge the
organisation a fee based on the salary of the individual and/or use of resources.
If a series of gifts from the same source exceed the values outlined above, the
same rules apply.
17.1 If gifts (with the exception of trivial gifts, for which approval is not required) are
received, the approval of the Assistant Director’s should be sought using the
below form. In the case of gifts offered to Assistant Directors, the approval of the
Executive Director should be sought and similarly if gifts are offered to the
Executive Director, this must be discussed by the Board before acceptance. If the
recipient has or intends to reject the gift, details must be sent to their Line
Manager to be recorded on the Gift and Hospitality Register.
(Part 1 to be completed by recipient – part 2 overleaf to be completed by approving officer)
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GIFT/HOSPITALITY FORM A1 (Part 1)
(AUTHORISATION/OFFER ACCEPTED/OFFER DECLINED)
Name of recipient:
Name of ultimate recipient if not as
above (ie if gift or hospitality passed
on to someone else):
Date of offer:
Who made the offer:
Description of offer:
Why was the offer made:
Estimated/actual value of offer:
State whether offer was declined:
Is there a current/potential contract
with the donor? If yes provide
details:
Signature of recipient: Signed:
Date:
PART 2 TO BE COMPLETED BY THE APPROVING OFFICER
GIFT/HOSPITALITY FORM A1 (Part 2)
(AUTHORISATION/OFFER ACCEPTED/OFFER DECLINED)
Is gift being returned? If so, a
letter should be issued
(template at Annex B to be
used)
Has the gift been used or
disposed of? If so give
details:
NB: FORM NOT VALID UNLESS BOTH PARTS 1 AND 2 HAVE BEEN COMPLETED
17.2 The Approving Officer (Line Manager) must decide in writing whether to:
§ Return the gift to the sender with a covering letter providing explanation as to
why the gift cannot be accepted. A template for this letter is shown below.
17.3 The Approving Officer will ensure that the details of the case are recorded on the
Gift and Hospitality Register.
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Template for Return of Offer of Gift/Hospitality
(The content of this template should be tailored to suit each circumstance)
Contact name Name of Business
Name of company Manager/Head of Division:
Address of company Office Address
Date
Dear
The Northern Ireland Civil Service operates a Gift and Hospitality Policy to ensure high
standards of propriety in the conduct of its business.
On account of public confidence, perception is as important as reality and because of this I
am obliged to return your offer of INSERT: Name of gift / hospitality.
This is not in any way meant to offend or to imply that your [gift/hospitality] was offered in
anything but the utmost good faith, but is designed to protect both individual members of
staff and the Northern Ireland Civil Service. I hope you will accept our response in that
spirit and that we can look forward to continued effective working relationships.
Yours …………
18.1 Staff should consult their Line Manager if they are offered a prize or award in
connection with their official duties. They will normally be allowed to keep it
provided: