Pwerlink - Crprate Entertainment & Hspitality - Plicy Plicy stream Gvernance Authred by Chief Financial Officer Maurie Brennan Apprved by Pwerlink Bard Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 1 f 8
Versin histry Versin Date Sectin(s) Summary f amendment 1.0 01/11/2008 - Original versin 2.0 15/12/2009 3.0 05/06/2012 4.0 04/05/2017 All Frmat aligned t Dcument Management Framewrk requirements. N material changes t prcess, authrities r limits. Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 2 f 8
Table f Cntents Versin histry... 2 1. Intrductin... 4 1.1 Purpse... 4 1.2 Scpe... 4 1.3 References... 4 1.4 Defined terms... 4 1.5 Rles and respnsibilities... 5 1.6 Mnitring and cmpliance... 5 2. Plicy requirements... 5 2.1 General Principles... 5 2.2 Applicatin... 5 2.3 Guidance... 6 2.3.1 Custmers, Stakehlders and Interest Grups... 6 2.3.2 Pwerlink Emplyees and Directrs... 6 2.3.3 Emplyee/Directr Spuse and Accmpanying Persns... 6 2.4 Alchl... 6 2.5 Apprval Delegatins... 6 2.6 Supprting Dcumentatin... 7 2.7 Reprting... 7 Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 3 f 8
1. Intrductin 1.1 Purpse There will be business circumstances where it will be apprpriate fr Pwerlink Queensland t ffer crprate entertainment and hspitality frm time t time t crprate custmers, emplyees and key stakehlders. Hwever, it is prudent that, as a Gvernment Owned Crpratin (GOC), there are effective accuntability standards arund Pwerlink s expenditure n crprate entertainment and hspitality. The Gvernment Owned Crpratins Crprate Entertainment and Hspitality Guidelines prvide guidance n the expectatins f sharehlding Ministers with respect t the prvisin f crprate entertainment and hspitality. Based n thse guidelines, the Pwerlink Crprate Entertainment and Hspitality Plicy prvides guidance as t what is cnsidered reasnable expenditure and clarifies accuntability fr expenditure, recgnising that, as with all business expenditures, management will need t exercise its judgment in relatin t the expenditure cntributing t Pwerlink s verall business gals. 1.2 Scpe This plicy applies t the Pwerlink Bard and all Pwerlink emplyees wh incur crprate entertainment and hspitality expenditure n behalf f Pwerlink Queensland in carrying ut their required duties. 1.3 References Dcument cde 130985 A1472246 A3271 A2299541 Dcument title Gvernment Owned Crpratins Crprate Entertainment & Hspitality Guidelines Versin 1.0 (September 2008) Pwerlink Cde f Cnduct Pwerlink Cmpliance Manual Pwerlink Crprate Entertainment & Hspitality Frm 1.4 Defined terms Terms Crprate entertainment and hspitality Due diligence Definitin Occurs when meals and/r entertainment is prvided that is mre than light meals/refreshments assciated with a Pwerlink business related activity A set f prcesses and behaviurs that when applied prvide duty hlders with evidence f effective risk management Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 4 f 8
1.5 Rles and respnsibilities Wh What Chief Financial Officer Executive Managers Ownership f this dcument fr the purpses f dcument management Cmmunicatin f the Plicy Reprting t sharehlding Ministers Exercise Due Diligence in the applicatin f this Plicy Reprt quarterly t the Chief Financial Officer n actual crprate entertainment and hspitality expenditure and details f individual events ver $5,000 and their benefits 1.6 Mnitring and cmpliance This plicy shall be reviewed at least every tw years and updated as apprpriate. 2. Plicy requirements 2.1 General Principles Pwerlink will fund reasnable expenditure assciated with crprate entertainment and hspitality where the purpse f the expenditure is t cntribute t Pwerlink s verall business gals. The quantum f such expenditure is t be relevant and apprpriate t the circumstances and prudent in balancing the expected business benefits with cmmunity standards f reasnableness. Expenditure fr entertainment and hspitality shuld nly be undertaken where it is expected t cntribute t Pwerlink s verall business gals, including strengthening business relatinships and links, and supprting r enhancing Pwerlink s crprate image and business reputatin. The quantum f expenditure prpsed r undertaken must be relevant t the circumstances. 2.2 Applicatin Crprate entertainment and hspitality ccurs when meals and/r entertainment is prvided that is mre than light meals/refreshments assciated with a Pwerlink business related activity. Fr the purpses f this Plicy, crprate entertainment and hspitality expenditure will cver the fllwing: Crprate tables at industry r ther functins where custmers and stakehlders are invited Entertainment and hspitality expenditure where the prime purpse is fr custmers and stakehlders and interest grups. Entertainment and hspitality expenditure fr business visitrs, including interstate and verseas visitrs. Entertainment and hspitality expenditure fr Pwerlink emplyees (including spuses and accmpanying persns). Crprate entertainment and hspitality expenditure des nt include: Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 5 f 8
Expenditure n meals/refreshments which are incidental t business related meetings, cnferences, seminars, r wrkshps, including incidental expenditure fr nn-pwerlink business clleagues. Expenditure n an individual s meals, etc. which the individual incurs whilst travelling n Pwerlink business. 2.3 Guidance 2.3.1 Custmers, Stakehlders and Interest Grups Representatives f key custmers and stakehlders may be entertained at the expense f Pwerlink where there is a perceived Pwerlink business benefit, r in reciprcatin f hspitality where that is perceived as being imprtant t the business relatinship. Fr such events, it is expected that the invited guests wuld cmprise a significant majrity f the ttal attendees. Entertainment and hspitality expenditure can als be incurred fr interstate and verseas visitrs t Pwerlink as part f business relatinship building. 2.3.2 Pwerlink Emplyees and Directrs Entertainment and hspitality expenditure n Pwerlink emplyees/directrs is acceptable, prvided that the purpse f the expenditure is t cntribute t Pwerlink s verall business gals and apprpriate t the circumstances. 2.3.3 Emplyee/Directr Spuse and Accmpanying Persns Entertainment and hspitality prvided t a directr s/emplyee s spuse, partner r accmpanying persns attending a Pwerlink business activity/functin shuld be restricted t situatins where their presence enhances the activity, r is relevant t the prtcl f the activity. In such circumstances, prir apprval by the Chief Executive r Executive Manager is required if a directr s/emplyee s spuse, partner r accmpanying persn will be attending. 2.4 Alchl The prvisin f alchl fr business entertainment and hspitality purpses is acceptable, but shuld be kept within prudent and reasnable limits, taking int cnsideratin the nature f the functin and internal Pwerlink requirements. 2.5 Apprval Delegatins When planning and apprving entertainment and hspitality, managers shuld have due regard t the cst per head fr thse attending, the quantum f the expenditure and the ptential business benefits. The delegatins table belw shws expenditure cut-ff amunts which apply fr apprvals purpses. All crprate entertainment greater than $1,000 will be subject t apprval in advance by the Chief Executive. All ther crprate entertainment must be apprved by the relevant Executive Manager. The delegatin apprval limits apply fr Crprate Entertainment and Hspitality cvered by this Plicy are shwn belw. Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 6 f 8
Entertainment & Crprate Hspitality Functin Types All Functins Functins fr custmers, stakehlders and interest grups Functins fr Pwerlink emplyees (n spuse r accmpanying persns attending) Functins fr Pwerlink emplyees (spuse r accmpanying persns attending) Expenditure Amunt 1, 2 Aggregate Mre than $1,000 Per Persn Delegatin Chief Executive N Limit Over $150 Chief Executive Up t $1,000 Less than $150 Executive Manager N Limit Over $150 Chief Executive Up t $1,000 Less than $150 Executive Manager N Limit Over $150 Chief Executive Up t $1,000 Less than $150 Executive Manager 1 Aggregate and per persn expenditure are all up csts including venue hire, catering and entertainment, but excluding internal labur csts. 2 Fringe Benefits Tax may apply, if: the functin is t be held utside Pwerlink premises; if alchl is prvided; OR if Relatives/Partners are t attend. Refer the matter t the Financial Cntrller. 2.6 Supprting Dcumentatin In apprving crprate entertainment and hspitality in accrdance with this Plicy, the financial delegate must ensure sufficient supprting dcumentatin is prvided as part f the applicatin prcess, including: Dcumentatin f the business purpse and ptential benefits. Details f invitees and attendees (internal, external and accmpanying persns). Hwever, whilst attendee s details fr pen invitatin events are nt required, a prfile f the expected attendees shuld be prvided. Budgeted and actual expenditure fr the event, including any judgements/justificatins f the apprpriateness f the expenditure. Relevant apprvals. Tax invices. Any ther infrmatin that may be cnsidered relevant fr audit r verificatin purpses. All apprval applicatins must be made using Pwerlink s Crprate Entertainment and Hspitality Frm. 2.7 Reprting The Guidelines require a GOC t: Dcument in the Statement f Crprate Intent (SCI): Annual crprate entertainment and hspitality expenditure budget. Details f individual cmmitments ver $5,000. Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 7 f 8
Budget expenditure n events under $5,000 categrised int Cmmunity Engagement, Staff Functins and Business Develpment. Include in Quarterly reprts t sharehlding Ministers: Actual crprate entertainment and hspitality expenditure. Details f individual events ver $5,000 and the benefits. Significant changes in crprate entertainment and hspitality cmmitments as presented in the SCI. Include in the Annual Reprt: Actual crprate entertainment and hspitality expenditure. Details f individual events ver $5,000 and the benefits. As such, Executive Managers must ensure and mnitr cmpliance with this Plicy and reprt quarterly t the Chief Financial Officer n the actual crprate entertainment and hspitality expenditure and details f individual events ver $5,000 and their benefits. Current versin: 04/05/2017 SECURITY CLASSIFICATION Page 8 f 8