Policy

Reportable Gifts - Policy

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1. Purpose and Objectives

The purpose of this policy is to ensure that reportable gifts are for official purposes only and are properly managed and disclosed.

It is essential that all University staff not place themselves in situations which could lead to or be seen to give rise to a conflict of interest.

2. Definitions

A reportable gift is defined as:

(a)    any money, property, travel, entertainment or hospitality with a value of more than $250 (or equivalent in any foreign currency), or

(b)    a series of such gifts received from a single donor or made to a single recipient within a calendar year, where the total value is more than $250 (or equivalent in any foreign currency).

The value of the gift is the market value on the day the gift was given or received.

3. Policy Scope/Coverage

The policy relates to any gifts made or received by the University, University Senators or University staff members.

4. Policy Statement

A gift is an item of value (e.g. gift voucher, entertainment, hospitality, travel, commodity, property etc.) which one person or organisation presents to another. In the business context, gifts can have different meanings and purposes as described in the definitions. The purpose of the gift, to a certain extent, affects how it should be managed.

A member of the University will not:

  • Solicit for private purposes any benefit in connection with that person's official function and duties.
  • Accept any benefit for any official function or duties performed or not performed which could create a conflict of interest or be seen to create such conflict.
  • Accept any gift or money or benefit by way of loans and the like for any functions or duties performed or not performed.
  • Accept a gift of influence.
  • Accept a monetary gift such as cash, cheques, money orders, traveller’s cheques, direct deposits and the like.
  • Accept any gift where there is a commercial relationship between the University and another organisation.

An inappropriate gift would include any item that might provide or be perceived as providing incentive for an employee to seek the services of a particular company.

A staff member may, of course, give or accept an occasional gift of nominal value which is offered in accordance with social or cultural practice, for instance, when a staff member retires or leaves the University or visits another University overseas.

5. Reportable Gifts Received

5.1 Reporting of gifts

Senators and staff members who receive reportable gifts must complete a Reportable Gift(s) Received Declaration.

This Declaration must be provided to the Chief Financial Officer within 14 days of the gift being received.

In the case of a series of gifts being received from a single donor, the Declaration should be provided to the Chief Financial Officer within 14 days of the total value within the calendar year exceeding $250.

The Chief Financial Officer shall record the details provided in the Reportable Gifts Register.

It is recommended that Senators and staff members keep diary notes to determine if the $250 threshold has been reached.

5.2  Ownership of reportable gifts

Any reportable gift received is the property of the University.

However, the Senator or staff member may retain the gift if:

(a) They obtain approval from their organisational unit, and

(b) They pay to the University an amount equal to the difference between the value of the gift and $250.

In the case of a series of gifts being received from a single donor, the Senator or staff member should pay an amount equal to the difference between the value of all gifts received from the donor in the calendar year and $250.

5.3 Ownership of non-reportable gifts

Members of staff may keep gifts with a value not exceeding $250.

6. Reportable Gifts Made

Senators and staff members who make reportable gifts must complete a Reportable Gift(s) Made Declaration.

This Declaration must be provided to the Chief Financial Officer within 14 days of the gift being made.

In the case of a series of gifts being made to a single recipient, the Declaration should be provided to the Chief Financial Officer within 14 days of the total value within the calendar year exceeding $250.

The Chief Financial Officer shall record the details provided in the Reportable Gifts Register.

The University’s financial delegations, set out in PPL 1.10.02 Financial Delegations, applies to the purchase of any gift made by the University.

7. Registers of Reportable Gifts

A Register of Reportable Gifts made by the University and a Register of Reportable Gifts received by Senators and staff members of the University is maintained by the Accounting and Reporting Section, FBS Division.

The registers must include:

(a)    Date the reportable gift was made or received.

(b)    Persons or organisations involved in making or receiving the gift.

(c)    A description of the gift.

(d)    Approval given for making the gift (if relevant).

For gifts received by University Senators and staff members - whether the Senator or staff members has retained the gift:

(e)     If the University Senator or officer gives the gift to the University:

o      The date the gift was given, and

o      The current location of the gift.

(f)    If the University Senator or officer retains the gift:

o      The estimated current market value of the gift and the basis, if any, for the estimate, and

o      The date and amount of the payment made for the gift.

Custodians
Chief Financial Officer
Mr Andrew Betts

Forms

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Reportable Gifts Made Declaration - Form

Reportable Gifts Made Declaration - Form

Printer-friendly version
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Description: 

Use this form to declare the gifts made.

Custodians
Chief Financial Officer
Mr Andrew Betts
Reportable Gifts Received Declaration - Form

Reportable Gifts Received Declaration - Form

Printer-friendly version
Body
Description: 

Use this form to declare gifts received.

Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts