6.9 Employee Acceptance of Gifts

Purpose

To provide guidelines to employees who in conducting business for Rochester University may encounter offers of gifts from vendors, or may be invited by a vendor to attend an entertainment event, or may from time to time find it appropriate to accept an invitation to discuss business in conjunction with meal times. (The Gift Policies and Guidelines is available on the Staff & Faculty Portal under Policies and Procedures within the Human Resources tab.)

Gifts

• Offers of gifts should generally be refused.
• While there may be occasion to accept such gifts (for example company promotional trinkets, e.g., pens or note pads, or boxed candy/popcorn as Christmas gifts), these or other gifts should never be accepted in return for a business favor.
• Gifts of cash or monetary gifts of any kind or amount may never be accepted by employees.
• The cumulative value of gifts received from all suppliers in total should not exceed $75 in any 12-month period.
• Employees should review with their supervisors any offers of gifts.

Business Entertainment

• The supplier is in attendance.
• Business will be conducted at the event.
• The value of the entertainment is reasonable and not excessive.
• Employees’ business judgments and decisions will not be influenced by the entertainment or by the expense involved in the entertainment.
• The entertainment offer is from a supplier with whom the University has an existing relationship or contract.
• The entertainment offer is not made during a time period where proposals or bids are being sought to establish a new contract.
• Entertainment offers should not be accepted with routine frequency.
• Employees should review with their supervisor any offers of business entertainment.

Business Meals

• Employees should not routinely plan business meetings around meal times in order to be the recipient of a “free” meal.
• Business will be conducted at the meal.
• Employees’ business judgments and decisions will not be influenced by the meal or by the expense involved in the meal.

Personal loans of any kind should never be accepted by employees from business vendors or potential business vendors.