Gifts, Donations and Sponsorship. Policy. and
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1 Gifts, Donations and Sponsorship Policy and Hospitality and Travel Expenses Policy 0
2 Agenda Introduction Part 1: Gifts, Donations and Sponsorship Policy Part 2: Hospitality and Travel Expenses Policy Part 3: Why are new policies being implemented? Questions 1
3 Introduction Policy Scope These policies apply to all Employees, Board Members, members of Board committees, and members of the Senate University funds include all sources of revenue directed to an account managed by the University it 2
4 Part 1 Gifts, Donations and Sponsorship Policy Gifts: Definition: an item purchased for an individual in recognition of an event using University funds Maximum threshold $500 CAD, as a non-taxable benefit Appropriate reasons for giving a gift Retirement gifts: refer to Human Resources
5 Gifts, Donations and Sponsorship Policy Gifts of cash are prohibited Gifts of alcohol are prohibited Gifts must be approved in advance by an Authorized Approver and purchased in accordance with SCM procedures 4
6 Gifts, Donations and Sponsorship Policy Donations: Definition: iti voluntary gift given to a worthy cause Fund-raising events. Submission requirements: - charitable donation receipt - charity s registration number - detailed description of the event Prohibited: donations to for-profit organizations or businesses 5
7 Gifts, Donations and Sponsorship Policy Sponsorship: Definition: providing funds for a specified activity as part of an organized fundraising event effort University sponsorship of an event Requests for sponsorship will be submitted to the President or a designated delegate 6
8 Gifts, Donations and Sponsorship Policy Political Fundraising Dinners and Events: University funds may only be used for the cost of the dinner or event if it is for a work-related purpose Expense claims require supporting documentation Contributions to a registered political party, registered constituency association or a registered political candidate are not permitted in any circumstances 7
9 Part 2 Hospitality and Travel Expenses Policy This Policy applies to expenses related to Hospitality Meetings or working sessions Social events Special events Travel Responsibility for unauthorized expenses
10 Hospitality and Travel Expenses Policy University funds may be used for expenses related to hospitality and travel when the expenses are: Directly related to the mission of the University; Properly documented; Permitted under the terms and conditions of the specific funding source; In compliance with parameters set out in the Travel and Expense Reimbursement Handbook; May be used for expenses associated with hosting or meeting with guests from outside the University. 9
11 Hospitality and Travel Expenses Policy Rules and Restrictions Hospitality: Purchase of alcohol: CAD $10 / person / day Eligible expenses: food, beverages, transportation, guest accommodation, room rental Expense claims: will not exceed the maximum per diem amounts 10
12 Hospitality and Travel Expenses Policy Rules and Restrictions Employee meetings or working sessions: Purchase of alcohol: prohibited Expenses: food served at meetings regularly scheduled during the lunch hour Expense claims: cost per person will not exceed the maximum per diem amount 11
13 Hospitality and Travel Expenses Policy Rules and Restrictions Social events for employees: Purchase of alcohol: CAD $10 / person / day Expenses: food and beverages Expense claims: will not exceed the maximum per diem amounts 12
14 Hospitality and Travel Expenses Policy Rules and Restrictions Special events: Pre-authorization ti required by the President or appropriate Vice President Purchase of alcohol: allowed 13
15 Hospitality and Travel Expenses Policy Rules and Restrictions Travel: Purchase of alcohol: CAD $10 / person / day Expenses: hotels, meals, transportation, parking Expense claims: refer to the Travel and Expense Reimbursement Handbook for the documentation required for the various travel expenses 14
16 Part 3 Why are new policies being implemented? Address recommendations from the Office of the Auditor General and Tri-Council. Ensure adherence to Federal and Provincial legislation regarding the use of University funds. Facilitate improved financial controls. Ensure consistency in the management of hospitality and travel expenses. Ensure compliance with related University procedures. Promote responsible stewardship of public funds. 15
17 Where to go for help University of Calgary Policies and Procedures website under Financial i Management: Travel & Expense Reimbursement Handbook New Policies Q&A document at SCM Help Desk or scmhelp@ucalgary.ca 16
18 Questions? 17
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