(1) The Gift and Benefit Reporting and Registration Procedures outline the requirements for staff to report gifts or benefits they have received or accepted in accordance with the Gifts and Benefit Policy. These procedures should be read in conjunction with the Gifts and Benefit Policy. (2) Refer to the Gifts and Benefit Policy. (3) Refer to the Gifts and Benefit Policy. (4) Bribes and potential bribes, and the witnessing of the solicitation of a gift/benefit must be reported as soon as possible. (5) An employee who is offered a bribe, or believes the offer of a gift or benefit is a bribe, or believes that they have witnessed another employee soliciting a gift or benefit in order to undertake a specific action, must notify his/her supervisor or another senior manager of the incident as soon as possible. This initial notification should occur within 24 hours of the incident (excluding weekends and public holidays for non-shift workers) if possible and it can be in either verbal or written form. If the incident involves the employee's supervisor the employee must notify another senior manager. (6) The employee must follow the initial notification with the submission of a written report. The written report must be submitted within 48 hours to whoever the employee made the initial notification. The report should include: (7) When a supervisor or senior manager receives an initial notification they must report the incident to theVice-President, People and Advancement. On receipt of an initial notification, the Vice-President, People and Advancement must assess the situation on a case by case basis and make a determination as to if and how to pursue the matter. In circumstances where the recipient is at or above Deputy Vice-Chancellor and Vice-President level, reporting is automatically escalated one level, e.g. if the DVC/VP is the recipient, the report is submitted to the Vice-Chancellor and President. (8) Where it is determined by the Vice-President, People and Advancement that the reported incident involves or is likely to involve corrupt conduct the Vice-Chancellor and President must be notified. The Vice-Chancellor and President will report such incidents in accordance with Section 11 of the Independent Commission Against Corruption Act, 1988. (9) Where necessary the Vice-President, People and Advancement or Vice-Chancellor and President will immediately initiate appropriate action in regard to disposal of the gift/handling of the incident. (10) Following investigation, deliberations and management of the incident, if it is determined that the gift can be accepted (i.e. that there was no corrupt dealings), the gift or benefit must be recorded on the University Gift Register by emailing CorporateGiftRegister@westernsydney.edu.au. The Office of Human Resources will provide advice on this. (11) All offers of gifts of appreciation should be reported to an employee's supervisor within 14 calendar days of the offer. (12) Where a gift of appreciation is above the nominal value it must also be reported to the employee's unit head and be recorded on the University Gift Register by emailing CorporateGiftRegister@westernsydney.edu.au. Such reports must include a recommendation as to the utilisation of the gift/benefit if accepted which can include a request by the employee to retain the gift. The unit head will determine the outcome of the recommendation. The following information should be supplied: (13) Token gifts are gifts that are of nominal value or less, as determined by the University, and do not need to be recorded on the University Gift Register. (14) Employees that receive token gifts must report these to their supervisor, by email, within 14 calendar days of receiving them. (15) The offer of official gifts must be reported to the employee's supervisor, the relevant Dean/Director. Acceptance of official gifts above the nominal value must be recorded on the University Gift Register at corporate gifts@westernsydney.edu.au. The following information should be supplied: (16) Where an official gift can be disposed of in accordance with the Gifts and Benefit Policy, the disposal action must be reported to the employee's supervisor and must be recorded on the University Gift Register. The employee should email the University Gift Register at CorporateGiftRegister@westernsydney.edu.au with the following information: (17) Where the University has entered an agreement that incorporates the receipt of a gift, acceptance of such gifts will be recorded on the University Gift Register. The employee responsible for receiving such gifts under the agreement is responsible for emailing CorporateGiftRegister@westernsydney.edu.au with the following information: (18) Generally employees that attend trade shows do so because they are involved in decision making process within the University regarding the trade that is being shown. Any offer of a gift or prize could cause a conflict of interest for the employee and should be declined, however where an employee accepts a gift/prize received at a trade show they must report it to their supervisor within seven calendar days. Such prizes/gifts should not be retained by the employee. The employee must also record the gift/prize on the University Gift Register by emailing CorporateGiftRegister@westernsydney.edu.au with the following information: (19) An employee must report gifts/prizes received at conferences over the nominal value to his/ her supervisor and these must be recorded on the University Gift Register. The employee should email CorporateGiftRegister@westernsydney.edu.au with the following information: (20) An employee must report gifts of hospitality above the nominal value to his/her supervisor within 14 calendar days of accepting the offer. The notification should include the following information: (21) The supervisor will determine whether the hospitality should be recorded on the University Gift Register. The supervisor must request that the employee records the hospitality on the University Register if the hospitality is deemed to be extravagant or above that which the University would provide in a similar situation. (22) Nil.Gift and Benefit Reporting and Registration Procedure
NOTE: The Gift and Benefit Reporting and Registration Procedures has been retired in the Policy DDS today 1 February 2021. Coverage of these procedures is published in the Gifts and Benefit Policy with effect from 4 November 2020.
Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Section 4 - Procedures
Reporting of Bribes, Potential Bribes and Solicitation of Gifts
Reporting Gifts of Appreciation
Reporting Token Gifts
Reporting Official Gifts
Reporting the Disposal of Official Gifts
Reporting Gifts that form part of an Agreement
Reporting Gifts/Prizes received at a Conference or Trade Show
Reporting Gifts of Hospitality
Section 5 - Guidelines
View Current
This is not a current document. It has been repealed and is no longer in force.
The employee must retain a copy of the report.