G/2.3 Staff gifts and benefits

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2.3.1 Policy
2.3.2 Nominal gifts or benefits
2.3.3 Significant gifts or benefits
2.3.4 Reportable gifts or benefits
2.3.5 Intangible gifts or benefits
2.3.6 Register of Significant and Reportable Gifts
Modification History

2.3.1 Policy

A member of the University shall not

• solicit for private purposes any benefit in connection with that person's official function and duties
• accept any benefit for any official function or duties performed or not performed which could create a conflict of interest or be seen to create such conflict
• accept any gift or money or benefit by way of loans and the like for any functions or duties performed or not performed.

A member of the University may accept a tangible (of lasting value) or intangible (of no lasting value) gift or benefit not referred to above provided that:

• if the fair value of the gift or benefit is less than $50 the person gives prior advice to his or her Section Head of the circumstances and the gift or benefit;
• if fair value of the gift or benefit is between $50 and $250, a significant gift declaration is submitted to the Director, Corporate Finance, and the gift or benefit is reported in the Register of Significant and Reportable Gifts (see G/2.3.6 ) ;
• if amount of the gift or benefit exceeds $250, a reportable gift declaration is submitted to the Director, Corporate Finance, and the gift or benefit is reported in the Register of Significant and Reportable Gifts.

Members of the University should be aware of the provisions of the QUT Code of Conduct .

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2.3.2 Nominal gifts or benefits

Monetary nominal gifts should not be accepted under any circumstances.

Nominal gifts or benefits have a fair value less than $50. Examples include, but are not limited to, entertainment, hospitality, a bottle of wine, bunch of flowers, and box of chocolates.

Any gift accepted by a member of the University is the property of the University. At the discretion of the relevant Section Head the University may retain the gift or the member may retain the gift under the terms of this policy.

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2.3.3 Significant gifts or benefits

Monetary significant gifts should not be accepted under any circumstances.

Significant gifts or benefits are construed as a single gift of property (including ornate and precision display items, clocks, furniture, figurines, works of art, jewellery, computers, palm pilots (or similar), equipment, or any benefit having significant or lasting real value), travel, entertainment or hospitality of a fair value between $50 and $250.

Significant gifts or benefits, including intangible gifts, whether received or given are to be recorded in the Register of Significant and Reportable Gifts ( G/2.3.6 ).

Any gift accepted by a member of the University is the property of the University and must be declared to the Director, Corporate Finance, within 14 days. At the discretion of the relevant head of school / department, the University may retain the gift or the member may retain the gift under the terms of this policy.

In respect to the provision of speaking services at a conference by a University member, it is possible that a significant gift may be received as a gesture of thanks or in lieu of speaker fees. Under such circumstances, GST consequences may arise and therefore specific advice should be obtained from the Associate Director, Accounting Services.

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2.3.4 Reportable gifts or benefits

Monetary reportable gifts should not be accepted under any circumstances.

Reportable gifts or benefits are construed as a single gift of property (including ornate and precision display items, clocks, furniture, figurines, works of art, jewellery, computers, palm pilots (or similar), equipment, or any benefit having significant or lasting real value), travel, entertainment or hospitality of a fair value greater than $250.

However if a member of the University receives multiple significant gifts or benefits, from the same giver, within one year of the first gift, and the aggregate fair value of all gifts exceeds $250, then all are reportable gifts.

Reportable gifts or benefits, including intangible gifts or benefits, whether received or given are to be recorded in the Register of Significant and Reportable Gifts ( G/2.3.6 ).

A reportable gift or benefit given to a University member is the property of the University. However, at the discretion of the relevant executive dean of faculty / head of division, the University member may purchase the gift or benefit by paying to the University the difference between the fair value of the reportable gift or benefit and the reportable gift or benefit threshold (currently $250). Such payments are not required for intangible reportable gifts and benefits.

In respect to the provision of speaking services at a conference by a University member, it is possible that a reportable gift may be received as a gesture of thanks or in lieu of speaker fees. Under such circumstances, GST consequences may arise and therefore specific advice should be obtained from the Associate Director, Accounting Services.

The executive dean of faculty / head of division must approve any reportable gift proposed to be given by the University, prior to its presentation.

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2.3.5 Intangible gifts or benefits

An intangible gift or benefit is one which has no lasting value and which cannot be dealt with as property of the University.

Examples of intangible gifts or benefits include but are not limited to:

• entertainment and hospitality;
• tickets to the theatre, cultural events, sporting and other events;
• corporate offers of transportation, accommodation, tickets, meals, and functions;
• conference transportation, accommodation and fees.

An intangible gift or benefit can be nominal, significant, or reportable and must be dealt with in the way that suits its classification, except that, if it is a reportable gift and is retained by the University member, there is no requirement to reimburse the University for the difference between its fair value and $250.

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2.3.6 Register of Significant and Reportable Gifts

A Register of Significant and Reportable Gifts is maintained by the Director, Corporate Finance, to record:

• details of the gift or benefit; and
• the parties involved; and
• in the case of significant and reportable gifts made, the approval given; and
• in the case of significant and reportable gifts received, the present location of the gift or how the proceeds of the gift were applied.

The Register of Significant and Reportable Gifts will be reviewed every three months by the Corporate Finance Department to identify any trends or patterns that may cause concern and need corrective or preventative action.

The above provisions should not be construed as prohibiting the pursuit of financial assistance or benefit to the University.

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Modification History

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