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Receiving and Giving Gifts, Meals & Promotional Items (for Volunteers, Students, Staff)


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The college recognizes the need to support the purchase of gifts, meals and promotional items in support of: 

• promotional activities that support the college mission and/or strategic plan
• recognizing volunteerism by community members or staff giving of their time outside their normal working hours/work load
• activities and initiatives that improve campus life for students and staff
• increasing public awareness and community goodwill

The expenditure of general fund, student life, auxiliary enterprise and grant money to purchase gratuities or promotional items is administered in accordance with federal IRS regulations, state law and MnSCU Board policy. The President is allowed to incur special expenses from any general fund budget for food and/or beverages that complies with Board procedure 5.20.1. All grant activity adheres to the same special expense policies and procedures as general fund money.

In addition, the college limits its purchase of gratuities and promotional items to specific areas of the college. These areas are required to have a detailed spending plan approved annually by the President or designee(s).

Recruitment/Admissions

The recruiting/retention plan allows for the purchase of promotional gifts of nominal value (up to $2) per student. Activities within the plan include the purchase of promotional items of larger value (up to $150 in value) to be gifted fairly to current or prospective students. All items are limited to students and should be safe guarded from unintended distribution.

Human Resources 

The president is allowed to incur special expenses that benefit staff by awarding individual or group achievements. This is limited to non-cash/non-negotiable items of nominal value (up to $10) and food and refreshments for events including structured training and Employee Recognition Week activities.

Institutional Advancement

On behalf of the college foundations, the development plan allows for a four-tiered approach for the purchase of recognition gifts to give to current and prospective donors. The tiers are: (1) individual recognition gifts with a value of up to $50 to honor major donors (major gifts of $5,000 and above), (2) individual recognition gifts with a value of up to $5 to recognize donors whose cash gifts range from $500 to $4,999, (3) individual token gifts with a value of less than $5 for recognition and prospect enticement at small friend-raising events, and (4) individual recognition gifts whose value will be determined on a case-by-case basis for planned gift donors. All items are limited to donor recognition and will be safeguarded from unintended distribution. The Alumni Relations plan allows for the purchase of promotional gifts of nominal value per alumnus (up to $2). Activities within the plan include the purchase of promotional items of larger value (up to $150 in value) to be gifted fairly to alumni. All items are limited to alumni and should be safeguarded from unintended distribution.

International Education

The president is allowed to incur special expenses that benefit volunteers, students and exchange staff by sponsoring activities, food and/or nominal gifts as part of international education sponsored events. The events must be approved by the vice president of educational services and must clearly enhance the academic experience for visiting students.

Student Life

A nominal gift package (up to $25) to any member of the public that donates time in support of college life activities is allowable. This is limited to a $10 cash gift and up to $15 of non-negotiable items of nominal value. A volunteer recognition luncheon or dinner is permitted. The recruiting/retention plan allows for the purchase of promotional gifts of nominal value (up to $2) per student. In addition, larger prizes (up to $150 in value) for student events and retention activities are allowed if gifted fairly. Student Life is allowed to provide food and refreshments for activities including but not limited to Picnics and the Halloween Costume Party.

Awards Night 

The president is allowed to incur special expenses that benefit students and staff by awarding individuals with plaques, medallions or other tokens of recognition for achievements earned at the college. This is limited to non-cash/non-negotiable items of nominal value (up to $10) and food and refreshments for Awards Night events.

Employee Wellness Program

As part of staff fitness goal setting and achievement, the Wellness Committee is allowed to provide healthy food samples and refreshments at related events. To encourage participation in fitness activities, a limited number of items (up to $50 in value) are allowed to be gifted annually in recognition of achievement in fitness, health and/or overall wellness. Individuals are limited to incentives not to exceed $100 per fiscal year.

Department Head

The president is allowed $8,000 by Board policy to use in support of performance of duties for which no other reimbursement is provided. This includes but is not limited to service awards, meals with dignitaries, plaques, gifts and refreshments for retirement parties, entries in fund-raising events and memorials for past and current employees.

Public Information 

The Auxiliary Enterprise Business Plan allows the President $15,000 annually to use to increase public awareness and goodwill. This includes but is not limited to donations and on campus meals to community service groups, gifts for the public of nominal value and refreshments at news conferences.

Executive Management

The president is allowed to incur special expenses that benefit staff by offering gifts of nominal value and/or food. This includes but is not limited to State of the College Addresses, semester staff meetings, college-wide meetings and Foundation and College Advisory Committees.

Receiving Gifts, Meals or Promotional Items 

Desktop Reference Material 

Faculty and teaching staff are allowed to accept books and resource material from publishers. These materials are not intended for re-sale.

Meals from Vendors 

Employees must not allow vendors to pay for meals. Food items of nominal value (bagels, candy, popcorn, cookies) can be accepted if offered to an office area vs. an individual.

Gifts and Vendor Discounts

Items & price reductions of nominal value can be accepted from vendors when offered as a part of a marketing campaign. Larger items obtained at conferences paid by the college can be accepted on behalf of the college. These items should be recorded in the business office.

For more information visit: http://www.internalauditing.mnscu.edu/FraudAwareness/fraud_presentation-4-26-06.pdf

 
Guidelines should be utilized for assistance with complying with Anoka-Ramsey Policies and Procedures and do not provide exclusive representation of Anoka-Ramsey Administrative and Managerial authority.
Anoka-Ramsey Administration maintains inherent managerial right according to Minnesota State College Faculty (MSCF) Article 6, Section 1.

October, 2009