ATTACHMENT A

Corporate Policy

Title: Originating Department:	Gifts and Entertainment Reference No: Human Resources
Delegated Authority:	General Manager Human Resources
Effective Date:		Last Revision Date:

Policy Statement

Employees shall not accept nor offer any gifts, hospitality or other benefits that could reasonably be constructed as being given in anticipation of future, or recognition of past “special consideration” by the City.

Purpose

The policy objective is to ensure that employees make workplace decisions based on an impartial and objective assessment of each situation, free from the influence of gifts, favours, hospitality or entertainment

Application

This policy applies to all employees.

Policy Description

The public’s perception of the integrity of the City and its employees is of great importance. Employees must avoid both the reality and appearance of impropriety with the organizations or individuals with whom they deal.

Accepting Gifts, Hospitality or Other Benefits

What an individual employee feels is an appropriate gift in certain circumstances, may not be viewed in the same light by the public or the media. Employees must not accept, directly or indirectly, any gifts, hospitality or other benefits that are offered by persons, groups or organizations having dealings with the City.

Acceptance of offers of incidental gifts, hospitality or other benefits arising out of activities associated with the performance of their official duties and responsibilities is not prohibited if such gifts, hospitality or other benefits:

· are within the bounds of propriety, a normal expression of courtesy or within the normal standards of hospitality,

· are not such as to bring suspicion on the employee’s objectivity and impartiality, and

· would not compromise the integrity of the City.

Where it is impossible to decline unauthorized gifts, hospitality or other benefits, employees are required to immediately report the matter to their Director and/or General Manager. The Director and/or General Manager may require that a gift of this nature be retained by the Department or be disposed of for charitable purposes.

Providing Gifts, Hospitality or other Benefits

It is not permissible to use City funds to purchase flowers or gifts in recognition of any individual or group of individuals unless required within the business context (e.g. United Way promotion, Recognition Award event).

Responsibilities

Financial Services is responsible for the verification and validation of hospitality expenses as well as conducting periodic reviews to ensure compliance with this policy.

General Managers shall monitor expenses within their department to ensure compliance with this policy.

Directors are responsible for approving expenses incurred by their Branch and ensuring that expenses are recorded, including the rationale.

Managers are responsible for:

· ensuring the Gifts and Entertainment policy is communicated to employees, and

· monitoring workplace activities to ensure compliance with this policy.

Employees shall avoid actual or perceived conflicts of interest and shall comply with the requirements of this policy.

Contraventions

Failure to comply with this policy may result in disciplinary action against an employee, up to and including dismissal.

References

Employee Code of Conduct

Hospitality Policy

Legislated & Administrative Authorities

Municipal Act, 2001

Key Word Search

Gifts

Hospitality

Contact

For more information on this policy contact:

Human Resources Department

City of Ottawa

Tel: (613) 580-2424