Financial and Commercial Services
ENTERTAINING, HOSPITALITY & GIFTS POLICY
Contents
1.
Business Entertaining ........................................................................................................... 2
2.
Working Lunches .................................................................................................................. 2
3.
Externally Sourced Food....................................................................................................... 3
4.
Staff Events & Parties ........................................................................................................... 3
5.
Alcoholic Drinks .................................................................................................................... 4
6.
Reciprocal Hospitality ........................................................................................................... 4
7.
Gifts ...................................................................................................................................... 4
8.
Festive & Celebratory Cards ................................................................................................. 5
1
1. Business Entertaining
1.1 It is recognised that there is a legitimate business need, on occasions, for
representatives of the University to entertain or provide hospitality for key stakeholders,
sponsors, customers, potential customers and or other external persons to the
University.
1.2 The level of this provision is to be clearly identified within the School/ Departmental
budget and any expenditure against this budget must be authorised in accordance with
the Financial Regulations of the University.
1.3 It is good practice when entertaining, that the representation from the University should
not be disproportionate to that of those being entertained. This applies, whether
entertaining on University’s premises or at external venues. For example there should
typically be, at least, an equal ratio of external guests to University employees unless
there is a sound justification for doing otherwise e.g. lunches for Honorary Graduates
and External Examiners. Ideally there should be more external guests than University
employees at any one function/event.
1.4 Generally purchasing or giving gifts for/to key stakeholders, sponsors, customers,
potential customers or other external persons to the University is not allowed unless the
goods are distributed with the aim of advertising to the general public. An exception to
this may be where a visiting dignitary or lecturer has agreed to waive their normal fee.
The value of the gift in this instance should not be more than any waived fee.
1.5 In all cases of business entertainment the names of the individuals and if applicable,
their organisations should be recorded onto either the Catering booking form, an
expenses claim form EXPUK or EXPFOR or the relevant invoice, in the event of there
being any internal or external audit of the subsequent expenditure.
2. Working Lunches
2.1 The University hospitality policy does not allow for “working lunches” unless
2.1.1 The “working lunch” is part of business entertaining, where there are external
visitors and there is not disproportionate representation from the University.
2.1.2 The “working lunch” is taken whilst travelling on University business.
2.1.3 The “working lunch” is for an internal meeting where there is a valid justification to
support it. For example: when requested attendees are unavailable to attend the
meeting at any other time, these types of meetings should be infrequent and non
regular.
2
2.2 The requester of hospitality will need to indicate their justification for such on the
Catering booking Form C1. Failure to give a valid justification may in the event of an
Inland Revenue audit give rise to a benefit in kind charge to any individuals concerned.
NOTE: To align with Inland Revenue guidelines, access to “working lunches” cannot be
determined by the status or role of an employee.
3. Externally Sourced Food
3.1 The University does not recommend its employees purchase food themselves, from
external sources for consumption within business meetings, unless they can clearly
demonstrate that they (the employee) have conformed with the current Health & Safety
and Food Hygiene regulations.
IMPORTANT NOTE: Non-conformance of these legal requirements, in certain
circumstances, where an outbreak of food poisoning has occurred, can lead to
prosecution of the individual (employee), where either a fine and or custodial sentence
could be applied.
3.2 If the University’s Catering Contractor is unable to provide hospitality and external
Caterers are to be engaged to provide food and service for specific functions and or
meetings they must be reputable and also hold the necessary relevant certifications and
or licences.
3.3 The University and or appointed Catering Contractor can not take any responsibility for
any food that is sourced externally and brought onto the University’s premises for
consumption. This also includes the provision of resources, such as assistance for
service and or the use of any light or heavy catering equipment.
4. Staff Events & Parties
4.1 Food and non alcoholic drinks may be provided at events and presentations to celebrate
work related activities and achievements. Such events are subject to approval, in
accordance with the Financial Regulations of the University.
4.2 University hospitality can not be used for to pay for Staff parties or private functions.
These will need to be paid for by the individuals concerned. The University will allow the
use of its premises and facilities for such functions, subject to prior consent and approval
being given by the relevant Heads of Departments.
4.3 The University Catering Contractor will provide food and services at preferential rates for
individual staff members, to private functions as and when required. The University can
not accept any liability or responsibility whenever such arrangements are made.
4.4 The University would prefer that its Catering Contractor is used for private functions but
if external Caterers are to be engaged, the individual will need to carry out their own
necessary due diligence. The University and its Catering Contractor can not accept
3
liability or responsibility whenever an external caterer is used and as under condition 3.3
can not provide the use of certain resources or equipment.
5. Alcoholic Drinks
5.1 The University does not recommend that alcoholic drinks are provided for consumption,
either at business meetings and or at private functions. For business meetings this is at
the discretion of the Dean / Head of Department. If alcohol is to be provided to a private
function, then prior notification of such should be given when seeking consent and
approval for the event.
IMPORTANT NOTE: It is imperative to remember that when alcohol is provided to meetings
and or events that we have a duty of care to both our staff and external visitors who may then
return to their work place. Also careful consideration should be made as to how our staff and
external visitors will make their homeward journey.
6. Reciprocal Hospitality
6.1 University staff and lay members may accept meals or equivalent hospitality only in the
course of business. Offers of hospitality, which may unduly influence, or be deemed by
others to unduly influence, the actions of an individual in favour of the provider of the
hospitality, or which are on scale significantly greater than the University would provide
in return, should be refused.
6.2 All offers of hospitality over £50 should be reported in writing to the Deputy Director of
Finance. Where a register of such offers will be kept and an annual report submitted to
the Audit Committee.
IMPORTANT NOTE: Where business trips are being sponsored by 3rd parties for academic
activities, such as delivering lectures, research papers, speeches; these need not be reported
but must be authorised in accordance with the Financial Regulations of the University.
7. Gifts
7.1 University staff and lay members should generally decline all offers of gifts, other than
those of a very small intrinsic value.
7.2 Gifts of money must always be refused.
7.3 All offers of gifts with a value of greater than £25 should be reported in writing to the
Deputy Director of Finance. Where a register of such offers will be kept and an annual
report submitted to the Audit Committee.
4
8. Festive & Celebratory Cards
8.1 Corporate Communications will design and source a University branded Festive &
Celebratory card and electronic e-card for sending to external contacts and
organisations. The cost of printing is to be borne by the requester.
8.2 It is not permitted to send the University branded Festive & Celebratory card or
electronic e-card to fellow colleagues, Schools and Departments of the University. The
exception to this being the Chair of Council and the Vice-Chancellor.
26 August 2010
5