Staff Gifts and Benefits Procedure

Transcription

1 Staff Gifts and Benefits Procedure Related Policy Staff Gifts and Benefits Policy Responsible Officer Executive Director University Governance Approved by Vice-Chancellor Approved and commenced April 2017 Review by April 2019 Relevant Legislation, Ordinance, Rule and/or Governance Level Principle Public Interests Disclosure Act 2002 (Tas) Council Charter Governance Level Principle 3: Consultancies Governance Level Principle 7: Procurement and Contracts Governance Level Principle 11: Employment Responsible Organisational Unit University Governance CONTENTS 1 Purpose Scope Accepting gift(s) or Giving gift(s) or benefits Versioning... 6 Appendix A: Reportable Gift(s) and Benefit(s) Received Declaration Form... 7 For Gift(s) or Benefit(s) received by University Staff Members... 7 Appendix B: Reportable Gift(s) and Benefit(s) Made Declaration Form... 8 For Gift(s) or Benefit(s) made by University Staff Members... 8 Appendix C: Gifts and Benefits (Received) Register Template Budget Centre Level... 9 Appendix D: Gifts and Benefits Register Template Budget Centre Level Staff Gifts and Benefits Procedure

2 1 Purpose The purpose of this Staff Gifts and Benefits Procedure (the Procedure) is to provide instructions, tools and templates to facilitate the implementation of the Staff Gifts and Benefits Policy. 2 Scope This Procedure applies to all staff members, defined to include: members of the University Governing Bodies all members of University staff, including casual staff Adjunct, Clinical and Associate title holders, Visiting Scholars and Emeritus Professors volunteers, and consultants and independent contractors undertaking services at the University. This Procedure does not apply to: prizes, including those offered to encourage participation in a particular activity philanthropic gifts or benefits made by individuals, corporations, foundations or lead entities to the University. Please refer to the Gifts Policy for details. 2 Staff Gifts and Benefits Procedure

3 3 Accepting gift(s) or The following process must be followed by staff members when gift(s) or are received: Accepting Gift(s) or Benefit(s) Gift(s) or received by staff member must be assessed against Staff Gifts and Benefits Policy. Staff Member Start Gift or benefit received by staff member Staff member must self-evaluate: - Value of gift(s) or received - Is the value of gift(s) or received less than the nominal value ($100)? Is the cumulative value of all gift(s) or received from the same source by the staff member in the financial year less than the nominal value ($100)? - Will the acceptance of gift or benefit in any way in influence or be seen to influence the staff in their official University capacity or create a conflict of interest in the staffs performance or non-performance of their official functions or duties? Cumulative value above nominal value or potential CoI noted? NO No further action needed. END Populated Reportable Gift(s) or Benefit(s) Received Declaration Form Populate Reportable Gift(s) or Benefit(s) Received Declaration Form (Appendix A) and subsequently report to Head of Budget Centre. Head of Budget Centre Review populated Reportable Gift(s) or Benefit(s) Received Declaration Form and assess if the gift or benefit is able to be accepted by the staff member. Can the gift or benefit be accepted? or NO 1) Record decision in Reportable Gift(s) or Benefit(s) Received Declaration Form 2) Record details of gift(s) or in the Budget Centre Gift(s) or Benefit(s) Register 3) Communicate Results to staff member Reportable Gift(s) or Benefit(s) Received Declaration Form Updated Budget Centre Gift or Benefit Received Register Updated End

4 Step 1: Receipt of gift(s) or Gift(s) or received by a staff member must be assessed against Staff Gifts and Benefits Policy. In this regard the Staff member must self-evaluate: a) the value of gift(s) or received b) whether the value of gift(s) or received less than the nominal value ($100) c) whether the cumulative value of all gift(s) or received from the same source by the staff member in the financial year is more or less than the nominal value ($100) d) whether the acceptance of gift or benefit in any way could influence or be seen to influence the staff in their official University capacity or create a conflict of interest in the staffs performance or non-performance of their official functions or duties. In instances where the staff members receive gift(s) or equal to or above nominal value or the acceptance of gift or benefit could create a conflict, they must: a) provide verbal notification of receipt of gift or benefit to their relevant Head of Budget Centre immediately (or within a maximum of 2 business days after date of receipt) b) provide formal written declaration of the gift or benefit using the Reportable Gift(s) and Benefit(s) Received Declaration Form (refer to Appendix A) and seek approval from their Head of Budget Centre within 5 business days after date of receipt. Step 2: Gift(s) or Assessment by Supervisor or Head of Budget Centre All completed forms received by the Supervisor or Head of Budget Centre should be closely examined to assess if the gift or benefit is able to be accepted by the staff member. The Supervisor or Head of Budget Centre, after assessing the received form must: a) record decision in Reportable Gift(s) or Benefit(s) Received Declaration Form b) record details of gift(s) or in the Budget Centre Gift(s) or Benefit(s) Register c) communicate Results to staff member. Where the Supervisor or Head of Budget Centre is unable to make a determination on whether a received gift or benefit is able to be accepted or otherwise or needs further guidance as to how the to deal with the received gift or benefit, he/she should seek advice from University Governance. For supporting tools and templates refer to: Appendix A: Reportable Gift(s) and Benefit(s) Received Declaration Form; and Appendix C: Gifts and Benefits (Received) Register Template Budget Centre Level 4 Staff Gifts and Benefits Procedure

5 4 Giving gift(s) or benefits Staff Gifts and Benefits Procedure The following process must be followed by staff members when giving gift(s) or to internal or external parties: Giving Gift(s) or Benefit(s) Staff Member Start Decision to give gift or benefit to an internal or external party. Populate Reportable Gift(s) or Benefit(s) Made Declaration Form (Appendix B) and subsequently send to Head of Budget Centre for approval. Populated Reportable Gift(s) or Benefit(s) Made Declaration Form Senior Management Team Member Head of Budget Centre Review populated Reportable Gift(s) or Benefit(s) Made Declaration Form and assess if the gift or benefit is able to be given to internal or external party. Can the purchase of gift or benefit be approved? Is the gift or benefit above nominal value ($100)? 1) Record decision in Reportable Gift(s) or Benefit(s) Made Declaration Form 2) Send form to a member of the Senior Management Team for second approval. Review populated Reportable Gift(s) or Benefit(s) Made Declaration Form and assess if the gift or benefit is able to be given to internal or external party. Can the purchase of gift or benefit be approved? Is the gift or benefit being given a University Asset? NO NO 1) Record decision in Reportable Gift(s) or Benefit(s) Made Declaration Form 2) Record details of gift(s) or in the Budget Centre Gift(s) or Benefit(s) Register 3) Communicate Results to staff member 1) Record decision in Reportable Gift(s) or Benefit(s) Made Declaration Form 2) Send form back to Head of Budget Centre with decision. 1) Record decision in Reportable Gift(s) or Benefit(s) Made Declaration Form 2) Send form to a member of the Vice- Chancellor or Chief Operating Officer for second approval. End Vice Chancellor or COO Review populated Reportable Gift(s) or Benefit(s) Made Declaration Form and assess if the gift or benefit is able to be given to internal or external party. Can the purchase of gift or benefit be approved? or NO 1) Record decision in Reportable Gift(s) or Benefit(s) Made Declaration Form 2) Send form back to Head of Budget Centre with decision. Step 1: Giving of gift(s) or When staff members are wanting to give gift(s) or they must seek formal approval (per above process) prior to purchasing and / or giving the gift(s) or to internal or external parties. Staff members wanting to give gift(s) or to an internal or external party must complete the Reportable Gift(s) and Benefit(s) Made Declaration Form (see Appendix B) and submit the form to their Head of Budget Centre for approval Step 2: Giving Gift(s) or Assessment by Head of Budget Centre All completed forms received by the Supervisor or Head of Budget Centre should be closely examined to assess if the gift or benefit is able to be given by the staff member to internal or external parties. The Supervisor or Head of Budget Centre, after assessing the received form must: d) record decision in Reportable Gift(s) or Benefit(s) Made Declaration 5 Staff Gifts and Benefits Procedure

6 Form Staff Gifts and Benefits Procedure e) record details of gift(s) or in the Budget Centre Gift(s) or Benefit(s) (Made) Register f) communicate Results to staff member. Where the Supervisor or Head of Budget Centre is unable to make a determination on whether a gift or benefit is able to be given to an internal or external party or needs further guidance as to how the to deal with the giving of gift or benefit, he/she should seek advice from University Governance. Additionally, where the giving of gift(s) or are assessed by the Supervisor or Head of Budget Centre as above the nominal value of $100 the completed Reportable Gift(s) or Benefit(s) Made Declaration Form must be submitted to a member of the Senior Management team for approval. Step 3: Giving Gift(s) or Assessment by Senior Management team member All completed forms, where giving of gift(s) or are assessed by the Supervisor or Head of Budget Centre as above the nominal value of $100, received by the Senior Management team member should be closely examined to assess if the gift or benefit is able to be given by the staff member to internal or external parties. Where the giving of gift(s) or above the nominal value of $100 is assessed as appropriate, the Senior Management Team member must communicate decision to staff member, and authorise staff member to giving of gift(s) or. Where the giving of gift(s) or above the nominal value of $100 and is assessed as being a University assist, the Senior Management team member must seek further approval from the Vice-Chancellor or Chief Operating Officer For supporting tools and templates refer to: Appendix B: Reportable Gift(s) and Benefit(s) Made Declaration Form; and Appendix D: Gifts and Benefits (Made) Register Template Budget Centre 5 Versioning Former Version Version 1 - Staff Gifts and Benefits Procedure; approved 21 August, 2013 Current Version Version 2 - Staff Gifts and Benefits Procedure; approved April Staff Gifts and Benefits Procedure

7 Appendix A: Reportable Gift(s) and Benefit(s) Received Declaration Form For Gift(s) or Benefit(s) received by University Staff Members Details of Staff Member Reporting the gift(s) or First Name Last Name Employee Number (if applicable) Position Faculty/Division School/Unit Details of donor Name of donor Name of organisation Details of gift(s) or received gift(s) or received Description of the gift(s) or Nature and circumstance of gift(s) or received Estimated value of gift(s) or Note: Gift(s) or retained by individuals greater than $300 are subject to FBT payable by business unit. Copy of this form to be forwarded to Business Services, Locked bad 1353, Launceston. Who received the gift(s) or Note: If gift(s) or valued over $500 are authorised to be retained, they become the property of the University. University Recipient Conflict of Interest Declaration I confirm that the acceptance of this gift or benefit does not give rise a conflict of interest or potential conflict of interest (refer to the Conflict of Interest Policy) If you suspect that there is a potential conflict of interest please provide details of the potential conflict No CoI / Potential CoI CoI or Potential CoI noted (please fill out section below) University Staff Member Signature Approval by Head of Budget Centre First Name Last Name Employee Number (if applicable) Position Decision to retain, reject or transfer gift(s) or received Head of Budget Centre Signature Retain gift(s) or Reject gift(s) or Transfer gift(s) or to University (refer to Gift Policy) PLEASE FORWARD COMPLETED FORM TO THE RELEVANT HEAD OF BUDGET CENTRE S OFFICE 7 Staff Gifts and Benefits Procedure

8 Appendix B: Reportable Gift(s) and Benefit(s) Made Declaration Form For Gift(s) or Benefit(s) made by University Staff Members Details of Staff Member making the gift(s) or First Name Last Name Employee Number (if applicable) Position Faculty/Division School/Unit Details of person receiving the gift(s) or Name of person / organisation Details of gift(s) or being given gift(s) or given Description of the gift(s) or Nature and circumstance of gift(s) or given Estimated value of gift(s) or Conflict of Interest Declaration I confirm that the giving of this gift or benefit does not give rise a conflict of interest or potential conflict of interest (refer to the Conflict of Interest Policy) If you suspect that there is a potential conflict of interest please provide details of the potential conflict No CoI / Potential CoI CoI or Potential CoI noted (please fill out section below) University Staff Member Signature Approval by Head of Budget Centre First Name Last Name Employee Number (if applicable) Position Head of Budget Centre Signature Approval by Senior Management Team member First Name Last Name Employee Number (if applicable) Position Senior Management Team Member Signature Approval by Vice-Chancellor (Note: Only applicable in the event the gift(s) or being given is a University asset) Vice-Chancellor Signature PLEASE FORWARD COMPLETED FORM TO THE RELEVANT HEAD OF BUDGET CENTRE S OFFICE 8 Staff Gifts and Benefits Procedure

9 Appendix C: Gifts and Benefits (Received) Register Template Budget Centre Level Staff Gifts and Benefits Procedure <Budget Centre Name> Gifts and Benefits (Received) Register Budget Centre: Details of Staff Member Reporting the gift(s) or - Name - Employee Number - Position Details of Donor - Name of donor / organisation of offer/receipt Description of gift(s) or received Estimated / Actual value Reason for offer Decision maker name & position Decision - give date decision completed and state: a) declined/returned (state which) b) disposed of (state how) c) accepted by agency (state use) d) accepted by the staff member (state conditions) Reasons for decision Link to register templates in excel format: Staff Gifts and Benefits Register Tem

10 Appendix D: Gifts and Benefits (made) Register Template Budget Centre Level Staff Gifts and Benefits Procedure <Budget Centre Name> Gifts and Benefits (Made) Register Budget Centre: Details of Staff Member making the gift(s) or - Name - Employee Number - Position Details of person receiving the gift(s) or - Name of person / organisation gift(s) or given Description of gift(s) or being given Estimated / Actual value Reason for gift(s) or being given Decision maker name & position - Head of Budget Centre - Senior Management Team Member - Vice-Chancellor Note: In no circumstances may a staff member give a University asset as a gift unless prior approval is granted by the Vice- Chancellor or Chief Operating Officer. Decision made: can the gift(s) or be given? Reasons for decision? Link to register templates in excel format: Staff Gifts and Benefits Register Tem