McMASTER UNIVERSITY

Complete Policy Title: GIFTS AND GRATUITIES
Policy Number (if applicable): P-190
Approved by: COG
Date of Most Recent Approval: October, 1994
Revision Date(s):
Position Responsible for Developing
and Maintaining the Policy:		 Director, Purchasing Resources
Contact Department:PURCHASING RESOURCES
DISCLAIMER: If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails.
  1. PURPOSE

    The purpose of this policy is to provide guidance to employees engaged in the purchasing function concerning the receiving of gifts and/or gratuities.

  2. SCOPE

    This policy applies to all Purchasing Resources employees.

  3. GENERAL

    It is the responsibility of the Director, Purchasing Resources to ensure that personnel involved in the purchasing function read and understand all relevant policies and procedures when first employed; and that personnel annually review and discuss all relevant policies and procedures to ensure that their own understanding is current and clear.

    The following must be observed:

    • Purchasing Resources employees shall not accept gifts, personal loans, entertainment or other special considerations from an individual or business organisation doing or about to do business with the University without the knowledge and approval of the Director, Purchasing Resources;

    • no such employee shall permit any influence which could conflict with the best interest of the University, or prejudice the University's reputation;

    • association with supplier's representatives at luncheons, dinners or business organisation meetings are most helpful in establishing better business understanding, and is neither questionable nor unethical, provided the Purchasing Officer keeps himself/herself free of any obligations. To ensure this, our Purchasing personnel are expected to act as hosts on occasion, and such efforts are to be a part of their operating expense;

    • any Purchasing Resources employee who is offered or receives a payment or gift of more than nominal value shall refuse it or return it to the giver in a tactful and dignified manner, advising the giver of the University's policy prohibiting such acceptances, and report the occurrence to the Director, Purchasing Resources.

    • the responsibility for adherence to this policy is a joint one. Individuals who represent the University must be beyond challenge or reproach in every business transaction, and not allow themselves to be put into a position where their judgement can be influenced;

    • any Purchasing Resources employee not complying with this policy shall be subject to the appropriate disciplinary action.

  4. REPORTING PROCEDURE

    On a monthly basis, each Purchasing Resources employee who receives a gift or gratuity, luncheons included, will provide the required information to the Director, Purchasing Resources via the "Gifts and Gratuities Report". This report will become an integral part of the Director's quarterly report. Furthermore, the Gifts and Gratuities Report" will be maintained in the Purchasing Resources Department and available for viewing by authorised University personnel.