Gift Policy-[Free] Employee Policy Sample | Form, Template Doc Pdf

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Gift Policy

PURPOSE

To establish a uniform policy relating to the acceptance of gifts, including gratuities or rewards.

SCOPE/APPLICATION

This policy applies to all elected and appointed officials, as well as all employees of the [insert agency name].

DEFINITIONS

“Employees” include all permanent, part-time, temporary and contract employees, including volunteers.

[Necessary if Agency elects alternative to flat ban in policy section below] “Business with the [Agency] “means that, within 12 months of offering a gift, the would-be gift giver 1) has or will submit a bid or proposal to the [Agency] to perform services or provide supplies or equipment, or 2) has or will submit an application for a permit, license or regulatory approval of any kind.

“Gift” means any bestowal of money, any item of value, service, loan, thing or promise, discount or rebate for which something of equal or greater value is not exchanged.  Payments for travel, entertainment and food are gifts. “Gift” does not include 1) any discount or rebate made in the regular course of business and offered to the general public without regard to the individual’s connection with the [Agency], 2) inheritances, 3) plaques or trophies, and 4) campaign contributions.

POLICY

[Flat Ban Approach] No [Agency] official or employee may accept any gift in connection with their service to the [Agency].

[Alternative: Gift Ban from Those with Business with the Agency] No agency official may accept any gift from those who have, or are likely to have, business with the [Agency].  In determining whether someone is likely to have business with the [Agency], officials and employees are encouraged to err on the side of caution.

EXCEPTION[S]

[Agency] officials and employees may accept edible gifts of nominal value (less than Rs. 1000/- [or select an amount that reflects your community’s values]) that are shared with a wide range of colleagues at the [Agency].

[Agency] officials and employees may accept items that can be displayed in public areas of [Agency]’s building (such as flowers).

[Agency] officials and employees may accept handmade items by and from children under age 16.

This policy does not affect the authority of [Agency] to accept gifts (for example, donations or bequests) in furtherance of its governmental purposes.

PROCEDURES

[Agency], and its officials and employees, will take steps to publicize this policy to the public, vendors and others.

Upon being offered or receiving a gift prohibited by this policy, an individual must notify the gift giver of this policy and graciously decline or return the gift.

If the gift is anonymous, the recipient must deliver the gift to the [Agency’s chief executive officer], who will convey the gift to a charitable organization.

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