Why You Need a Company Gift Policy and a Sample Policy

[Your Company Name] codes of conduct require that all employees demonstrate the organization’s commitment to treating all people and organizations, with whom we come into contact or conduct business with, impartially. Our employees will demonstrate the highest standards of ethics and conduct in all matters when dealing with

  • All vendors and suppliers, both existing and potential
  • The customers and clients again, both existing and potential
  • Employees and potential employees
  • Independent contractors and agents of the company
  • Any individual or organization with whom they come into contact

As one effort to demonstrate our commitment to these standards and behavior, all employees must abide by the following no-gift policy requirements. Any exceptions to the gift policy may be made only with the permission of the company president.

No Gift Policy

No gifts of any kind, that are offered by vendors, suppliers, customers, potential employees, potential vendors, and suppliers, or any other individual or organization—no matter the value—will be accepted by any employee, at any time, on or off the work premises.

By “gift,” [Your Company Name] means any item including pens, hats, t-shirts, mugs, calendars, bags, key chains, portfolios, and other tchotchkes as well as items of greater value.

  • This no-gift policy includes vendor or potential vendor or supplier-provided food, beverages, meals, or entertainment such as sporting events.
  • This no-gift policy includes any business courtesy offered such as a product discount or any other benefit if the benefit is not extended to all employees.

Gift Policy Exceptions:

Exempted from this policy are gifts such as t-shirts, pens, trade show bags and all other tchotchkes that employees obtain, as members of the public, at events such as conferences, training events, seminars, and trade shows, that are offered equally to all members of the public attending the event.

This includes attendance at and food, beverages, and tchotchkes provided at events, exhibitor trade show floor locations, press events, and parties funded by conference or event sponsors.

Exempted are cards, thank you notes, certificates, or other written forms of thanks and recognition.

Exempted are food, beverages, and moderately priced meals or tickets to local events that are supplied by and also attended by current customers, partners, and vendors or suppliers in the interest of building positive business relationships.

This moderately priced entertainment is provided as part of a “working” meeting or session to benefit and advance positive working relationships and company interests. These activities are expected to be reciprocated by our company in turn.

Informing of This Policy

Employees are required to professionally inform vendors, potential vendors and others of this no-gift policy, and the reasons the company has adopted the policy. Employees will request that vendors respect our company policy and not purchase and deliver any gift for our employees, a department, an office, or the company, at any time, for any reason.

Actions for Gift Receipt

If an employee or department receives a gift:

  • If feasible, the gift is returned to the vendor.
  • If not feasible to return the gift, the gift must be raffled off to all employees. Proceeds from the raffle will be donated to a charity that the philanthropy Committee has identified for the calendar year. If employees are uninterested in the raffled item, the gift will be donated to a designated charity.
  • Plants or flowers will be displayed in the lobby, or at another central location where all employees may enjoy their presence.
  • Gifts of food that may arrive during the holidays, and at other times of the year when gift-giving is traditional, belong to the entire staff even if addressed to a single employee.
  • Under no circumstances may an employee take a food gift home. Food gifts must be shared with and distributed to all staff, with email notification, during work hours, in central, worksite locations.

Supplemental Nature of Policy

This policy is supplemental to other company codes of conduct, ethics, standards, values, and policies in the employee handbook and in other company documents.

If any employee has questions about or needs clarification of any aspect of this policy, the employee should check with their supervisor. If the supervisor is uncertain, Human Resources is the arbiter of the gift policy to ensure consistent employee treatment across the company.

This policy takes the place of any earlier policy and is effective: (date of policy). All employees must acknowledge that they have received and understand the company gift policy.

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