Policy: Acceptance of Gifts and Special Benefits from Vendors
|Date: 03/10/08||Policy ID: FIN-019||Status: Final|
|Contact Office:||Procurement and Supplier Diversity Services|
|Oversight Executive:||Vice President for Management and Budget|
|Applies To:||Academic Division|
|Table of Contents:|
|Reason for Policy:||
Acceptance of gifts or other special benefits from vendors can give the appearance of impropriety, compromise the employee’s integrity or potentially place an employee in a conflict of interest situation. In certain circumstances, the employee also could be subject to criminal prosecution.
|Policy Summary:||Employees may not accept gifts or other benefits of value from vendors for services performed within the scope of their official duties as University employees.|
|Definition of Terms in Statement:||
Gifts or Other Special Benefits: Money, meals, loans, entertainment, advances, favors, special discounts, certificates, coupons, services, free merchandise or any other thing of value.Vendor: Any entity that supplies goods or services.
An employee of the University must not solicit or accept any gift, payment, loan or anything else of more than nominal or minimal value from a bidder, offeror, contractor, or subcontractor. Items of nominal value bearing advertising, such as matchbooks, calendars, rulers, or note pads, may be accepted in circumstances that will not affect the integrity of the University Procurement process. This does not prohibit employees from buying goods or services, or obtaining loans, for their personal use where they pay consideration equal to that of the general public for the goods, services or loans; nor does it prohibit employees from accepting meals or beverages from vendors when offered to a large group of people at a trade show, exhibit or other professional meeting.
This policy does not apply to consulting agreements or other contractual arrangements where University employees are providing services to an outside vendor.
Preparing Payment Vouchers
|Major Category:||Finance and Business Operations|
|Category Cross Reference:|
|Next Scheduled Review:||03/10/14|
|Approved By, Date:||Policy Review Committee, 03/10/08|
|Revision History:||Updated 4/11/11.|
|Supersedes (previous policy):||Acceptance of Gifts or Other Special Benefits from Vendors to the University, VII.D.5
Preparing Payment Vouchers/Reimbursing Departments through Vendor Paid Travel, Procedure 6-101.