Employees representing the University conduct business with outside organizations, vendors and individuals. This Policy provides broad guidelines on gifts given by external parties to University employees. This policy does not cover gifts given to the University Policy 2200 or Gifts purchased from University funds Policy 3303.
This policy sets guidelines to employees who represent the University in their business operations. Employees are expected to uphold the integrity of the University in the highest manner when conducting business operations of the University with outside organizations, vendors and individuals. Along with prudent business judgment, employees are expected not to compromise business transactions in exchange for personal gifts.
In general, employees cannot accept gifts from outside sources for personal benefit. In some instances, if it furthers the University goals, promotional materials and business meals may be acceptable.
The provisions of this policy must be applied consistently to all University institutional activities.
To maintain the highest ethical standards for conducting University business in accordance with Standards of Business Conduct issued by the University.
Gift
It is defined as a tangible or intangible item of any value received from external sources, directly or indirectly by the employee of the University.
Immediate Family Member
Immediate family is defined as employee’s
Gifts in the form of cash, gift certificates, vacations, or volunteered services to University employees or their immediate family members are prohibited, with a few exceptions as noted below. Unsolicited gifts should be returned to the donors.
Buyers and certified buying agents or members of their immediate family may not accept personal gifts or entertainment from any vendor by any means, directly or indirectly, at any time of the year. This includes but is not limited to items of value, quasi-social invitations, credits for vendor promotions, etc. Please refer to Purchasing Policy 3201 for more details.
University employees can however accept the following:
Repetitive mealtime meetings should be discouraged. Meals associated with pure entertainment, where University business is not discussed, are not considered business meals.
The University allows payment for reasonable and necessary meal expenses incurred during a business meeting involving external parties if the purpose of the meeting is to discuss University business. Refer to the on Policy 3302 Business Meals, Entertainment and Social Events.
Controller’s Office
Responsible for interpretation of this policy.
University Employee
Adherence to this policy.