**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  ACCEPTANCE OF GIFTS OR OTHER SPECIAL        POLICY: VII.A.8x
        BENEFITS FROM VENDORS TO THE UNIVERSITY
                                                                  

Several existing policies address, in part, the topic of the
acceptance of gifts or other special benefits.  These policies are:


POLICY NUMBER                  POLICY NAME

I.A.2                          Reporting Fraudulent Transactions

VI.B.1                         Travel Expenses (Topic: "Travel
                               Privileges/Unused Tickets)

VII                            Departmental Responsibilities on
                               Procuring Goods and Services

IX.A.1                         Restrictions in Gifts and Bequests

IX.A.2                         Solicitation and Acceptance of
                               Certain Types of Gifts

XV.A.1                         Conflict of Interests  (Topic:
                               "Solicitation and Acceptance of
                               Gifts, Travel, etc.")


Definition

Gifts or other special benefits are defined in this context as
money, meals, loans, entertainment, advances, favors, special
discounts, certificates, coupons, services, free merchandise, or
any other thing of value.  

      NOTE: Policy XV.A.1, "Conflict of Interests," lists items of
      miscellaneous value bearing advertising or of nominal or
      minimal value which employees can accept.

Basically, these policies state that employees (faculty or staff)
cannot accept gifts or other benefits of value for services
performed within the scope of their official duties as a University
employee.  Also, employees should not accept gifts or any special
benefits of any nature from vendors.

All goods and services acquired by the University, through
purchase, gift, or otherwise,  become the property of the
University.  Discount coupons or other things of value received in
connection with a procurement transaction, even if not included in
that transaction, also become the property of the University.  Any
department receiving such items should immediately notify the
Director of Purchasing of the receipt.  Such
notification must occur within three business days.

If the item can be used for University business by the department
making the original purchase, the department will be authorized to
retain the item.  If the item cannot be used by the department,
Purchasing will transfer the item to another department which can
use it.  If the item was received by an
academic division department, an attempt will be made to assign it
to another academic division department before offering it to a
Medical Center department, or vice versa.

Under no circumstances can the item be given to or retained by an
employee for his/her personal use.

Gifts of goods or services--past, present, or future--to the
University or to an individual cannot influence the selection of a
vendor to provide goods or services to the University.

Acceptance of gifts or other special benefits can give the
appearance of impropriety, compromise the employee's integrity, or
potentially place an employee in a conflict of interest situation.
Under certain circumstances, the employee could be charged with
fraud.   

Rather than accepting such a gift or special benefit, employees
should suggest the vendor keep it and instead provide better
pricing or service in the future.  Otherwise, the gift or special
benefit becomes the property of the University.  The department
should notify the vendor of that fact when the gift or special
benefit is received.

DEPARTMENTS RECEIVING GIFTS OF ANY VALUE MUST COORDINATE THE
RECEIPT WITH DEVELOPMENT's GIFT ACCOUNTING SECTION (924-1015),
which will assist the department in the proper receipting and
reporting of such.

                                                                 
ISSUED BY:                                                 11/11/92

Chief Contracting            7.1.8.1
Officer