(1) These procedures provide guidance on how the Gifts and Benefits Policy should be applied in the course of undertaking official duties as an employee of the University. (2) Where a Gift or Benefit has been offered or given it must be formally disclosed to the University within Ten (10) working days. (3) Where possible before accepting or offering a Gift or Benefit, staff should seek the relevant approval. (4) Where it is determined that there is an actual or perceived Conflict of Interest, Gifts and Benefits must not be accepted. (5) In the case of offers of hospitality or entertainment, approval must be sought before accepting or making these offers. In making a determination about the acceptance of the Gift or Benefit, the supervisor must determine if there would be a conflict of interest by either accepting or giving the Gift or Benefit. Examples of forms of hospitality may include but not limited to: (6) Where the value of the hospitality is above the Nominal Gift or Benefit value, these offers will be considered a Significant Gift or Benefit. (7) The Records Management Office will maintain a register of Gifts and Benefits. This register will be reviewed periodically by the Director of Audit and Risk to determine if there are trends of Gifts and Benefits occurring and determine appropriate action to resolve the issue. (8) The following are examples of potential Gifts and Benefits: (9) All offers of Nominal Gifts and Benefits will be disclosed to the relevant supervisor via email. The Staff member will provide the supervisor the following information: (10) The supervisor will make a determination on the acceptance or otherwise of the Gift or Benefit. Possible outcomes for the acceptance of Gifts and Benefits are: (11) The email train containing all of the correspondence will emailed by the supervisor to giftsandbenefits@une.edu.au. Please ensure the title of the email contains the staff members staff number and surname. (12) All offers of Significant Gifts and Benefits will be disclosed to the relevant supervisor via email. The Staff member will provide the supervisor the following information: (13) The supervisor will make a recommendation, via email to the Head of Cost Centre in regards to the appropriateness of the Gift or Benefit. (14) The Head of Cost Centre will make a determination on the acceptance or otherwise of the Gift or Benefit. Possible outcomes for the acceptance of Gifts and Benefits are: (15) Where the Head of Cost Centre is receiving or offering the Gift or Benefit, they will email the Relevant Senior Executive with the same information as outlined above. (16) The email train containing all of the correspondence will be emailed by the Head of Cost Centre/Relevant Senior Executive to giftsandbenefits@une.edu.au. Please ensure the title of the email contains the staff members staff number and surname. (17) Although Monetary Gifts cannot be accepted, all offers of Monetary Gifts must be disclosed by providing the following information, as an email to their supervisor: (18) The supervisor will email the email train to giftsandbenefits@une.edu.au. Please ensure the title of the email contains the staff members staff number and surname. (19) All Corporate gifts must be disclosed by providing the following information, as an email to their supervisor: (20) The supervisor will email the email train to corporategifts@une.edu.au. Please ensure the title of the email contains the staff members staff number and surname. (21) Nominal Gift or Benefit (22) Significant Gifts or Benefit (23) Monetary Gifts (24) Corporate Gifts (25) For the purpose of this policy:Gifts and Benefits Procedures
Section 1 - Overview
Section 2 - Procedures
General Procedures
Nominal Gift Procedures
Significant Gifts and Benefits Procedures
Monetary Gifts Procedures
Corporate Gifts Procedures
Examples emails for disclosure of Gifts and benefits
Section 3 - Definitions
View Current
This is not a current document. It has been repealed and is no longer in force.
On (date). I was offered a free lunch by a representative of *******. The name of the person that offered the lunch was *********. I have had a long working relationship with this person for many years as they hold a similar position as mine at **********. They were attending UNE to participate in a training course on a software package that we currently use. There is no conflict of interest between us as UNE will not benefit from them receiving training on the software package, this system is widely used in the sector. There has been no breach in confidentiality in terms of how UNE uses the software.
The value of the lunch was $30.00.
I sought your approval verbally before attending the lunch and now I am formally providing confirmation that I attended the lunch and seek your written approval. Can you please confirm your approval?
Regards
Dear (Staff Member) cc to giftsandbenefits@une.edu.au
On the basis of the information you have provided to me and the declaration you have made that there is no conflict of interest in accepting this lunch, I am happy to approve this on this occasion.
I have sent this email to giftsandbenefits@une.edu.au to formalize the process.
Regards
On (date). I was offered ongoing free hospitality at a local pub. This was offered by a local contractor that currently is engaged by the University to provide ****** services. I have had a long relationship with the contractor and don't feel that this represents a conflict of interest because we are half way through the contract and we are two years away from going back to tender. The value of the offer would be under $300. I am seeking your approval to accept the offer.
Dear (Staff Member cc giftsandbenefits@une.edu.au )
On the basis of the information provided to me I cannot approve this request. I believe there is a significant risk of a perceived or actual conflict of interest in accepting this offer. The fact that we are not currently looking to go back to tender is irrelevant in this case. The perception from the community would be if such an offer was accepted the contractor may receive preferential treatment in the next tender round, based on the Gifts or Benefits that have been provided to you. The risk to the University is too high and therefore I cannot approve your request on this occasion.
Thank you for bringing this to my attention. I have forwarded this email to giftsandbenfits@une.edu.au to formalize the process.
Regards
Dear (Supervisors Name)
On (date). I won iPad in a competition that was held at the ******* conference I attended. The gift was given to me by the conference organizer and was sponsored by a major software company that attended the conference. The organizer of the conference has run these events for a number of years and are attended by a number of Universities each year. The iPad I won was via a lucky door prize and was random in the selection of the winner. My attendance at the conference was paid for by the University. The software supplier that sponsored the prize is currently involved in a tender process with the University. I believe there is no conflict of interest between myself and the event organizer and I have no relationship with the sponsor of the ipad. The estimated value of the gift is $700.
I am now seeking your approval to retain the Ipad.
Regards
Dear (Head of Cost Centre)
Please see the below email from ********. I believe based on the circumstances outlined above the staff should be able to retain the gift. It was won randomly and I believe there is no conflict of interest between the parties involved.
I therefore seeking your approval for the gift to be retained by *********.
Regards
Dear (Supervisor and Staff Member cc giftsandbenefits@une.edu.au )
Thank you for your email. After reviewing the emails I agree that the staff member should be able to retain the gift. I therefore approve the request.
I have sent this email to giftsandbenefits@une.edu.au to formalize the process.
Regards
Dear (Supervisor)
On (date) I was offered a monetary gift of $100, which I did not accept. The gift was offered to me by *********. The gift was offered to me as a thank you for assistance I provided to him, in my role as ***********. Although I have known him for many years, I wouldn't say that we were friends. I did advise him that it was against University policy to accept the gift and thanked him for the offer and explained how the Gifts and Benefits Policy operates at the University. He was fine about it once I explained it all to him.
Can you please forward this to giftsandbenefits@une.edu.au.
Regards
Dear (Staff Member cc giftsandbenefits@une.edu.au )
Thank you for this declaration I have forwarded on as requested.
Regards
Dear Supervisor
For your information
On (date) I was received a corporate gift, being a glass sculpture. The gift was given by the Vice-Chancellor of ******** University. It was given in appreciation of work done between the Universities on a significant project that will benefit both institutions. I have had a good working relationship with the Vice-Chancellor for many years and I perceive no conflict of interest in accepting this gift on behalf the University. The estimated value is $500 and the gift has been displayed in the public area of the library, it contains a plaque detailing the origin of the gift etc.
Can you please forward this on to corporategifts@une.edu.au.
Regards
Dear (Staff Member cc corporategifts@une.edu.au)
Thank you for this declaration I have forwarded on as requested.
Regards
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