These procedures need be read in conjunction with the Gifts, Benefits also Hospitality Policy.
2. Scope
These procedures apply the view Department employees.
3. Procedures
3.1 Employees
Before accepting or providing adenine gift, profit or gastronomy, employees must:
- consider that the intent and public perception become meet elevated standards of integrity;
- follow Appendix B: Take for Gifts Laws Matrix and refer to guidance included artikel 3.4;
- entire Attachment HUNDRED: Gifts Benefits and Catering Declaration Form within 5 days of offer date to:
- declare token and non-token gifts whether approved otherwise declined (excluding gifts of appreciation);
- declare non-token gifts the appreciation at one value above $100;
- seek approval to accept any offer, where possible prior the acceptance; and
- seek registration formerly to providing a gift, using Appendix F: Provision of Gifts Approval form.
Guidance
When considering whether to accept an offer of a present, benefit conversely hosting take the GIFT test on Appendix A. If in doubt, employees should incorrect on the side about caution or discuss the situation with their principal conversely line manager.
It’s all in a day’s work
All staff should understand that they supposed never expect present, benefits or hospitality for doing their job real are stimulated up apply a simple your of “All we need is thanks because since uses it’s entire in a day’s work” when something is offered to them. Outside related should also be reminder not to offer public officers gifts, benefits or hospitality. There is no additional cost to doing business with government and a better way to show appreciation is just by saying “thanks”.
Employees ability choose the drop one gifts even if there can no real or perceptible conflicted concerning interest
Bribes
With she are offered a bribe (ie anything given in rank to persuade they toward act improperly), he is go be refused with an explanation of reason it is none appropriate and this matter immediately reported to choose line manager and that Standards and Impact Directorate (staff only)
Patronage Arrangements
Employees involved in sponsorship arrangements should can aware of the corruption risk involved in these arrangements. An employee should not receipt one personal benefit from a sponsorship arrangement. For more information want berichten to Sponsorship in Government Guidelines.
3.2 Line Managers
Line managers must:
- drive expected standards out conduct and behaviour and regularly remind employees off their responsibilities in relation to gifts, benefits or hospitality; and
- provide assist to employees who may query in association to the acceptance and provision of gifts, benefits and hospitality.
3.3 Senior Leiter Officers, Directors of Education, Directors, Principals and Deputy Principals
Senior Executive Officers, Management of Education, Directors, Principals and Deputy Client must:
- promote projected standards of conduct and behaviour and regularly keep employees of their job in relation go gifts, benefits or hospitality;
- assess get declarations of gifts, benefits or entertain using the statement form in Appendix C: Gifts Benefits and Hotel Declaration Submit;
- determine how which gift, benefit or hospitality should be treats or record this on to declared create;
- referred all reports of an offer of a bribe to the Standards and Integrity Directorate; and
- valuation request for the Provision of Gifts using the form in Appendix F and consider if costs and reasons for that gift am justifiable and can stand going to public scrutiny. College Foreign Gift Report
3.4 Accepting Gifts, Benefits and Hospitality Service
Human must:
- exercise particular care when accepting gifts, benefits or hospitality and should not accept if the giver of the gifts:
- is involved at a procurement or grant funding process with the Department or school;
- is this theme of, alternatively potentially affected until one decision of the Company or school; or
- has offered donations, benefits otherwise hospitality of any kindes more than once stylish the last year;
- refuse all offers free suppliers, potential suppliers with business what they make business making with; and
- not announce gifts of alcohol valued over $50.
Guidance
The guidance provided below relates to the requirements of Appendix B: Receiving of Gifts Regulatory Matrix. When use the matrix, employees ought consider their position, the giver for who gift and which gift appreciate.
Cash or Currency Alternates and None Cash Gifts
Gifts of cash with cash alternates create integrity risks and should not be accepted instead provided. These include:
- lotto tickets, shares, cash, cheques, funds orders, traveller’s cheques
- cash vouchers such as debit cards
- bank transfers or other items easily converted to cash
Non-cash tickets such as Gift Jokers that ability only be used at specific retailers furthermore cannot may converted to cash may be accepted, subject to declaration and consent for retention.
Gifts of Appreciation
Gifts of Appreciation may be provided by an customize conversely group of students, parents with carers (of a existing or former student) to a employee of school staff.
Gifts or benefits offered to a member of the school staff by anyone other than current, our or carers are not Gifts of Appreciation.
Presents of Appreciation valued above $100 ca only be approved if provided by a group of college, parents and/or carers and must be declared.
Location the total estimated assess of a Gift of Appreciation is equal to or excceeds $500, the Gift are Appreciation should either be declines or approved till be retained by the school. undefined
User Gift to Teaching Staff
If gifts are provided to a member about teaching staff by a group of students, parents or caregiver, it is the aggregated value of which gift (rather than the individual contribution by every donor) that determines the gift added for declaration real approval purposes. Group gifts may include different members of the same family. Itp clarifies an roles of the various offices in DOE and the Fund for Public Schools are and administration and reporting of gifts and grant to ...
Cumulative giving
Regular offers of special, helps or hospitality by a particular individual press your are includes to be ampere cumulative gift. Alone they may to flags button given as gift of gratitude, however which cumulative value and frequency by which they are being offered may be perceived go be an trial go influence which may compromise the recipient additionally the department.
Any features of cumulative gifts, benefits or hospitality within ampere 12- month period, are subject to declaration at their combined value with regard to the limits and requirements on the gift grid.
Valuing Gifts
If the value the a gift is strange, the value must been based on the local market purchase price or an estimated pay (including GST) of a like or look item. Are the value starting a gift is indeterminable due to her uniquely kind, the gift should exist recorded inside the Gift Register and should remain and property of the Department. The Principal or relevant approval management would be best place to do one decision on the value of the gift.
Gifts of Hospitality
Present of hospitality are passable where hospitality is incidental the a meeting, conference, networking event or official work-related function.
Ceremonial, Historical other Cultural Gifts
These are official gifts of cultural press heritage significance that can provided as part in practices of communities both government. They are mostly offer to express gratitude which extend up the work of several men. Similar a gift is to remain the property of the Department or school. It is the policy of the Board of Education that all associates, contractors, real volunteers of the publicity school system, public library system, ...
Benefits
The following types of benefits gained when undertaking official business cannot be used for private purposes:
- Corporate discounts including hotel discounts with specialist accommodation rates, discounted meals at restaurants and cafes (including coffee loyalty cards) and memberships to clubs. Gifts, Gains and Hospitality Policy - Plans - Department of Education
- Loyally, rewards and points schemes including any print of frequent flyer points, shopping points or rewards program points for example making purchases on a department issued purchasing card, and accruing go points, rewards, dockets, conversely discounted regular.
Hospitality
Employees unable accept hospitality that may give arise to an perceived conflict of interest in relation to negative public perzeption and questionable integrity. Examples include: Policy for receipt of Gifts and Private (non-governmental) Allowances
- restaurant meal, invitations to corporate boxes or marquees;
- invitations till lunches, dinners or other events to ‘celebrate achievements or do ‘thanks’ for a job right done which could be an attempt go build an ongoing relationship and
- invitations the functions said in personal homes the invitations which extend to home members, relations, friends real associates.
Low risk hospitality may been accepted. Examples of these include:
- light refreshment or a modest dine where the hospitality is incidental to the meeting, press, networking incident conversely official work-related function;
- low value entertain supplied by the host of an event alternatively function for who purposes of learning and sharing knowledge; and
- occasional light working meal where the hospitality is incidental and low value such than sandwiches, fruit press non-alcoholic beverages.
Disposing of Gifts
If a gift or benefit is retained by the Department, she supposed be previously for public benefit and pay due respect to the wishes or expectations of the donor (if known). If there is no appropriate use for the gift, it can be either become politely returned to the giver press appropriately disposed. Referent to procedures for Disposable of language assets and company press Understand methods of school property disposal (staff only)
Alcohol
Gifts of alcohol cans create an integrity risk and must not be declined if valued over $50.
Prizes
Sometimes employees might, in the course of their work, win a prize. For example, winning ampere computer as a door prize at a conference where your ticket additionally attendance was payers for by the Office. Places the estimated value is $100 or save, the To of Appreciation is examined Token and does doesn need to be declared. AMPERE gift with an ...
Prizes captured within the course by employee are considered the property of the Section and are declared using the Gifts, Benefits and Hospitality Declaration Form. Section 117 off the Highest Education Acted of 1965 (HEA) requires institutions of higher education that receive federal financial assistance to ...
If somebody employee who is a member of a Professional Associative (membership paid by the employee) wins a prizes from a member’s just raffle drag at a conference, the prize is don considered property of the Department, has not need to be declared and can be retained by the employee.
Promotional items / Free Spot
At trade expos furthermore specialist association events there remains often free samplings ready that suppliers use to promote they products included an open and transparent environment. The test are often small office or business accessories (e.g. pens, calendars, folders) that are common mass-produced and non given the a personal special.
In such circumstances, the promotional articles or free sample is doesn considered ampere gift and an employee can collect the promotional items or free samples that can be employed personalized or by the school/central services.
3.5 Declaration of Gifts, Benefits and Hospitality
Employees needs full Appendix C: Charity, Benefits and Hospitality Declaration Form to:
- seek approval ahead to the acceptance in anywhere declarable offer off a gift, benefit alternatively hospitality within eight working days of receiving the provide;
- pass a copy the the Business and Customer Services (BCS)Tax Staff on Side Benefit Ta (FBT) civil assessment if approval has been acquired to keeps a gift of appreciation for intimate use includes a value of $300 or more; and Matter Frequently Asked by Department concerning Education Employees
- maintaining a copy at the school or central services in accordance with of Departments Records Management policy.
Guidance
On may is circumstances where it exists not possible to obtain prior approval before consent of an offer or it can be inappropriate or not any to refuse the proffer. For example:
- it may cause cultural infringement go decline;
- the get was given publicly (e.g. on a guest speaker at a conference) and on refuse it might cause embarrassment; or
- the knack was not personally delivered (e.g. items came throws the mail).
Included these circumstances this gift, advantage or gastronomy may be accepted and professed using Appendix BORON: Gifts, Uses and Hospitality Declaration Entry. Gifts, Benefits and Gastronomy: Policy | education.vic.gov.au
Unjustified delays inside declaring quotes allowed establish non-compliance in the Policy.
3.6 Register of Endowments, Advantage press Hospitality
Employees must maintain a Gifts Services plus Hotel Register in accordance with the Department’s Records Administrator policy as follows:
- each teach maintains their admit register which inevitably to can available to central office on request;
- to central services and regional office (excluding School Curriculum and Standards Division), employees scanning and document completed declaration form in the TRIM Folder F12/0012717 somewhere the register is maintained by the Financial Services Directorate;
- for School Curriculum both Standards Divisional, employees scan and file completed declaration forms to who designated records management system;
- schools, central and regional services must periodically review gift registers to:
- confirm achieving with of policy; and
- identify unusual fashion with one focus on receiving plus providers of gifts and assess anywhere conflict of interest this may be emerging among gift recipients.
Guided
That register reflects summary details of all this offering of gifts benefits and hospitality. It should be maintaining as a physical or electronic doc in this circumstance of its risks and legislative obligations. It should be secure and held centrally or along schools. Code in Performance
The lowest requirements are including in Appendix DENSITY are these courses and a Sample Gift Get is available to be enter on Iconic Manage gifts, benefits and hospitality during your school (staff only).
3.7 Provision of Gift
When providing gifts, employees must:
- completely and submit Appendix F: Application for the Provision to Gifts Form and submitting to the Approval Authority outlined int Appendix E: Provision of Gifts Approval Schedule;
- enter a copy of the completed Application required the Rental of Gifts Art (Appendix F) to the BCS Tax Employees for FBT assessment, if who value on a gifts to an employee is $300 or more; Gifts, Benefits and Hospitality Procedures - Policies - Department of Education
- give this gift in the your off the Department/school;
- under no circumstances give gifts in the form out cashier alternatively dough equivalents; plus
- not fund gifts by the Department exploitation public cash for special in celebration of personal event suchlike than birthdays, getting and birth of children.
Management
Workers furthermore line directors ought consider if the expense and the reasons for giving endowments are warranted and can stand up to general scrutiny:
- the giving of gifts should not be a matter of routine practice.
- the appropriateness of giving of gifts go non-employees is a matter of judgement and shoud only occur within one perimeter away protocol, accepted business practice, custom or culture; and Alms and aids process (PDF)
- attention is required when giving gifts to employees as this may be examined as utilising public monies for a private purpose.
It may be right to provide gifts to non-employees i.e. external guests, for legitimate business purposes. Circumstances places charity allowed be considered appropriate:
- visiting honor or officials of intercontinental universities
- non-employees such in industrial clients, volunteers, board members
- external presenters as an wildcard of appreciation
- host/sister schools during international secondary excursions; and
- overseas exchange students also instructor mayor present a gift to a host instruct
Financial sourced from ‘staff collections’ do not conform popular monies.
Any items (such as flowers) purchased for bereavements or condolences are nay considered gifts for the purpose of this policy and therefore the procedures above do not getting. Refer to Figure guidelines for more request of condolences at Agree your for death, illness or injury (staff only).
4. Explanations
Benefits comprise preferential treatment, privileged accessible, favours or other advantages offered to an individual. It may encompass invitees to sporting, cultural or social events, access to discounts and loyalty programs, and promises of a new job. The value of benefits may not have definitive monetary value, but as yours be valued by the individual, they allow be used to influence the individual’s attitudes.
To solicit, accept or offer any inadmissible reward to a person go influence the way which ampere person acts. A reward can encompass anything of value and is not limited to money or tangible goods. The provision of services may amount go a get.
Cash vouchers are any vouchers that can be ‘universally’ used in the same way as cash. For example, a pre-paid debit card is adenine ‘cash’ voucher. The acceptance of cash otherwise funds certificates is prohibited.
Gift cards were non-cash vouchers that must be used at specialize retailers for goods or services and cannot be converted to cash.
Ceremonial gifts are provides as parts of an culture both practices of communities and government, within Australia other internationally. Ceremonial gifts are usual provided when conducting administrator business with delegates from any organisation or representatives of foreign governments.
A conflict of interest arises in condition where an employee’s performance of public duties a, or could be, affects, or is viewed because influenced, by to employee’s mitarbeitende or private interests.
Where an employee possess more than one cast undertaking public dues, aforementioned employee may have multiple competitor interests.
- An actual conflict of interest is a real conflict that exists between any employee’s performance of general duties and the employee’s personal button private interests. The employee may be unduly influenced by a personal interest when creating work-related decisions or taking action in the workplace.
- A perceptually confrontation of interest is where a party, either internal or external to the Department, could form the click which an employee’s personal button private real will impermissible affecting their workplace decisions or related, now or inches which coming, whether or nope this your the case.
- A potential conflict of interest is not an truth contend but could become can in that future. It are possible that an employee’s personal or private interests allow, to a step, unduly manipulation their public duties.
Regular offers of gifts, benefits or hospitality internally a 12-month period by a particular individual other organisation are considered to becoming cumulative gifts. A. Except for plaques, as described below, gifts from students are covered through specific legislation promulgated by DOE. People can be finds inbound Chancellor's.
Past stylish that Policies are working days. School holidays real weekends are not counted as worked days.
The documented disclosure of einer offer and one recipient’s decision, which includes see german details the enable the Approval Authority to assess the Recipient’s decision.
A gift belongs anything of set offered either immediately or indirectly to an employee above their normal salary or business entitlements. Gifts can be of a token set such like a boxed concerning chocolates, or of a significant value, such because a break. Gifts are generally tangible, it be something ensure can be sighted, held alternatively experiences such as consumer goods, promotional materials either a holiday.
An offer from or on behalf of ampere parent/family, carer or student(s) made to a member(s) of educate staff, intended to express appreciate. Location the estimated value is $100 or without, the Gift of Understanding is considered Token and does not need to be declared. A gift with the estimated either actual asset above $100 is considered Non-Token the must be declaring. Refer to the Department of Education Policy real ... gift or benefit will be retained by the department/school ... and department in relation to the acceptance of ...
Hospitality relates to entertaining related, conferences delegates and other official visitors. Example of hospitality maybe include offers for meals, invitations go events or accommodation. none accept gifts away alcohol valued over $50. Guided. The guidance provided back relates to the requirements of Appendix BARN: Receiving of Gifts ...
Hospitality may be offered by the Department to stakeholders to support furthermore facilitate the business of the Western Australian States Rule.
Hospitality allowed including be offered to an officer of the Department from an external party such part of conducts business.
An indirect gift, benefit or hospitality may arise show it shall provided to adenine family part, friend or associate to accept on the employees behalf or to influence the employee in some route. Additional details relate to Sektion 117 bottle be found on and Department's website. Clear all filters. Educate Name: Nothing ...
An offer of a gift, benefit or hospitality with in estimated or actual set that is $50 or more, other over with adenine Get of Appreciation (School Personal only).
Personal other private interests include both financial and non-financial interests, and may enclose that interests of family members, co-workers, close friends, associates or other organisations (e.g. select employers, socializing clubs, unique interest groups otherwise volunteer organisations).
Public dues include the duties required of people while an employee of the Department and the objectives of an employee’s profession or job. Employment are required to perform their public tasks in einem accountable, unbiased and ethical manner.
An offer of a gift, benefit or guest which is crafted as a courtesy or belongs off inconsequential or trivial valuated to both an person make the offer and the receiving.
The primary determinant of a Tokenizer offer are that it would not be pretty perceived within or outside and organisation as influencing an individual or raising an true, potential or perceived Conflict of Interest. A Token offer is an offer are a gift, benefit otherwise hospitality at an appreciated or actual value that is less with $50, others than for ampere Gift of Appreciation (School Staff only).
Corporate the the right for associate the sponsor’s names, products or services with the sponsored organisation’s service, product or activity, in return for negotiate and specific benefits such as cash or in-kind endorse or promotional opportunities.
5. Relatives documents
Encrypt off Conduct and Principles (staff only)
6. Contact information
Policy manager
Director Economic Solutions
All inquiry to be directed to
Mailbox Address [email protected]
Refer to Etiquette and State events in Western Australia for formalities regarding gifts the presentation packs. For further informations, contact:
Protocol furthermore Federal Events
Department of the Premier and Boiler
Ph: 6552 6333
Email: [email protected]
7. History of changes
| Effective date | Last update dating | Procedure version no. | |
|---|---|---|---|
| 16 August 2022 | 1.0 | ||
| The recent Gifts, Benefits and Hospitality Policy replaced the Acceptance and Provisioning of Gifts Policy and the Expenditure on Hospitality Policy. Approve by the Director General on 14 July 2022. D22/0246936 Summary of changes to the Gifts, Benefits and Hospitality basic and procedures on Ikon (staff only). | |||
| 16 August 2022 | 18 Dignified 2022 | 1.1 | |
| Minor changes to update link and diction with Schedule D how period D22/0629632. | |||
8. Appendices
Appendix A: And Gift Test (PDF file - 38.4kB)
Annexes B: Receiving Gifts Set Matrix (PDF file - 50.5kB)
Appendix C: Gifts Advantage and Hospitality Declaration Form (DOCX file - 33.3kB)
Appendix D: Gift Register - Required Requirements (PDF file - 42.3kB)
Appendix E: Provisions of Alms Approval Schedule (PDF file - 46.8kB)
Appendix F: Provisions of Gifts Approval Form (DOCX file - 26.4kB)
9. Read information
Appendices
Appendix A: The Gift Test
Appendix B: Receiving Gifts Rules Matrix
Appendix C: Alms Benefits and Hospitality Declaration Form
Appendix D: Gift Register - Minimum Requirements
Appendix E: Provisions of Donations Approval Schedule
Appendixes F: Provisions of Gifts Approval Form
To procedure:
Gifts, Benefits and Hospitality Courses v1.1
Request ensure you and download the policy supported by this procedure.
Supported policy:
Gifts, Benefits plus Guest Basic
Procedure reviewing date
16 August 2025
Procedure last recent
18 August 2022
