All members of the University community who are acting under this procedure must act lawfully, ethically, and properly, avoiding the use of their position to seek gifts or benefits from third parties. Gifts, benefits and hospitality received in the course of employment are considered gifts to the University and must be disclosed and delivered accordingly.

A gift, benefit and/or hospitality may be provided to external parties to welcome guests, support business relationships and to celebrate achievements. Staff members who offer a gift on behalf of the University are required act in the best interests of the University and to exercise reasonable judgement, with decisions on giving gifts made in accordance with the following:

The decision to offer a gift is justified and defensible and complies with the principles for gift activity. The giving of the gift must uphold the reputation and values of the University.

The gift is being offered to further the conduct of official University business, support University priorities, or contribute to staff wellbeing and/or workplace satisfaction.

The cost of the gift is reasonable and consistent with appropriate expenditure as set out in the University’s Delegation framework.

University staff should discuss gift purchases with their senior manager/relevant member of VCST to obtain approval prior to purchase, in line with the University Delegations framework.

All members of the University community are accountable for the efficient and effective use of University funds and resources. Members of the University community are to use University funds and resources in an appropriate manner and report any instances of misuse or misappropriation.

The Principles are as follows:

3.1. University members are not entitled to receive free food and beverages from the University’s Conference and Catering Services, food or beverage outlets, or any external providers contracted by the University.

3.2. External food and beverage providers may choose to provide food and beverages to members of the University community free of charge, provided this cost is not passed on to the University and the provision could not be perceived as inducing them to act in a certain way or influencing them to make decisions on behalf of the University, or creating what might reasonably be perceived to be a conflict of interest.

3.3. At meetings or functions of staff members held on or off-campus, University funded food and beverages are not to be served, unless approved by Senior Management. However, light refreshments may be provided, if this is consistent with the length of the meeting or function and an appropriate use of University resources.

3.4. Where non-staff members are in attendance at a formal meeting or function of the University and there is a need to provide food and beverages at this meeting or function, approval from the relevant member of Senior Management is required. When determining the type of food and beverages to be offered at a University meeting or function, a balanced judgment should be made between the costs incurred and the potential benefits to the University. Consider whether the proposed hospitality aligns with community expectations and standards regarding cost, scale, modesty, and suitability.

3.5. Members of the University community should at all times consider the taxation consequences (Fringe Benefits Tax) of providing food and/or beverages at University meetings or functions and should seek advice and assistance from the University's Finance Office when in doubt as to the taxation consequences before providing food or beverages. Where Fringe Benefits Tax applies, the cost of the expenditure on food and beverages will almost double and the cost of the taxation will be charged to the cost centre responsible for the meeting or function.

3.6. As a general rule, alcohol should not be served at University meetings or functions during normal work hours. Alcohol should only be provided at University functions marking significant occasions, subject to approval by a member of the Vice Chancellor's Senior Team. Where alcohol is served at a University function or meeting, the provisions of the University's Alcohol and Other Drugs Procedure should be adhered to. At no time is an alcohol-only function permitted.