Gifts and Hospitality Policy

HospitalityGifts Policy

Corporate Policy: / Gifts and Hospitality Policy
Date Issued:
Date to be reviewed: / Periodically or if statutory changes are required
Policy Title: / Gifts and Hospitality Policy
Supersedes: / All previous Gifts and Hospitality Policies
Description of Amendment(s): / New Policy for NHS North Derbyshire CCG employees
This policy will impact on: / All NHS North Derbyshire Staff
Financial Implications: / No change
Policy Area: / Corporate
Version No: / 02
Issued By: / Governance Team
Author:
Document Reference:
Effective Date: / 20th October 2015
Review Date: / 20th October 2017
Impact Assessment Date:
APPROVAL RECORD
Committees / Groups / Individual / Date
Approved by Committees: / Governing Body Assurance Committee / 21stDecember 2015

Revision History

Version / Revisions / Date
V2 / 1.5 Bribery Act 2010 updated / December 2015

Gifts& Hospitality Policy

Contents:

1.Introduction...... 5

1.1Purpose/Rationale...... 5

1.2.AimsObjectives...... 6

1.3.Principles...... 8

1.4 Scope...... 8

1.5 The Bribery Act 2010………………………………………………………….………….…...9

1.6 Freedom of Information Act 2000…………………………………………………..….…..10

2.Definitions...... 10

3.ConsultationEqualityAnalysis...... 11

4.Duties...... 12

5.Hospitality Gifts...... 14

6.Register ofGifts,HospitalityandInvitations...... 17

7.DisseminationandImplementation...... 18

8.MonitoringCompliance...... 18

9. Other relevantdocuments...... 18

10.References...... 18

Appendix 1–Notification for entry on Register……………………...... 19

Appendix 2 – Gifts and Hospitality Approval Form ……………………...... 21

Appendix 3 – External Remunerated Activity Declaration Form …...... 22

Appendix 4 – Hospitality and Gifts Register…………………………………………… 23

1

Hospitality& Gifts Policy

1. Introduction

NHSNorth DerbyshireClinical CommissioningGroup(NDCCG)has tobeseen todeal appropriatelywith thesubjectof hospitalityand the acceptance ofgifts. Gifts includecash,shares,giftsinkindandother items withafinancial value.

NDCCGhasadutytoensurefairnessandhonestyinitsrelationships withservice suppliers, contractors, service providers andservice users or anyother personor organisationwithwhomNDCCGhave(or mighthave) business connections.

All employees and others acting on behalf of NDCCG must uphold the highest standards of business conduct within such relationships. This is important to ensure that no employee, especially those responsible for making decisions in relation to purchases, commissioning and procurement, acts in any way that is inconsistent with the organisations objectives or compromises the integrity of the business by accepting a giftin circumstances where it could influence, or be perceived to influence, that employee'sbusiness actions or decisions.

1.1Purpose

Alldecisionsby NDCCGstaff ontheprovisionor acceptanceofgiftsandhospitalitymust beabletowithstand bothinternal and external scrutiny.

Thispolicyprovides guidance andadvicetostaffthat,inthecourseoftheirday-to-day work or as aresultoftheir employment eitherreceiveoffersofgifts,hospitality, sponsorship,or providegifts,hospitalityor sponsorshiptoothersinconnectionwithNHS NDCCG.Italsoprovides guidanceontheapplicationofthe BriberyAct 2010.

Thispolicywill reflecttheguidanceas laiddownin the StandingOrders, Standing Financial Instructions,ReservationofPowers &SchemeofDelegationfor NDCCG,and alsoneedstobereadinconjunctionwith:

  • Thenational guidancecontainedinHSG93(5) “Standards ofBusiness Conductfor NHSStaff”
  • TheCodeofConductfor NHS Managers 2002
  • Pharmaceutical Sponsorship Policy
  • Principles ofPublic Lifedrawn upbytheNolanCommittee

A breachofthispolicymayleadtoformal disciplinaryaction,which mayinclude dismissal.A breach ofthe BriberyAct 2010couldleadtolegal action beingtaken.

The context of this policy is shaped by the Bribery Act 2010, which revised the legal framework for combating bribery and corruption in the public and private sectors. This act makes it a criminal offence to offer, give or receive a financial or other advantage as a reward for an improper act such as the award of a contract. The Act also introduced a corporate offence (which can lead to an unlimited fine) where an organisation has failed to tackle bribery. The Gifts & Hospitality Policy is a key tool to demonstrate that the CCG has appropriate arrangements in place to meet their responsibilities in protecting both staff and the organisation against any suggestion of impropriety or inappropriate behaviour.

North Derbyshire CCG will view all instances where this policy is not followed

as extremely serious and may take disciplinary action against individuals as a

result, which in turn may result in dismissal. The CCG will also automatically and

immediately refer all cases of potential fraud, corruption, or bribery to the CCG’s

Counter Fraud Specialist for consideration of criminal investigation and potential

prosecution as required by the CCG’s Counter Fraud, Corruption and Bribery

Policy. Referrals will also be made, where appropriate, to the pertinent

professional regulatory body such as the GMC and NMC. The CCG will always

seek to use the most effective means to recover any taxpayer funding lost due

to fraud, corruption or bribery. This may include action via the criminal courts

using the Proceeds of Crime Act, or civil recovery.

1.2.AimsObjectives

Allstaffcomplywith the7principles ofPublic Lifedrawn up bytheNolan

Committee:

TheSeven PrinciplesofPublicLife

NHS North Derbyshire Clinical Commissioning Group havesigneduptothesevenprinciplesofpubliclifeassetoutinthefirstreportofthe CommitteeonStandardsinPublicLife. Theseprinciplesarereproducedbelowto providesupportandguidancetostaffwhenconducting businessonbehalfof NHS North DerbyshireClinical Commissioning Group,andthey form thecornerstoneonwhichthisGiftsand HospitalityPolicyisbuilt.

1)Selflessness

Holdersofpublicofficeshouldactsolelyintermsofthepublicinterest.Theyshould notdosoinordertogainfinancialorotherbenefitsforthemselves,theirfamilyor theirfriends.

2)Integrity

Holdersofpublicofficeshouldnotplacethemselvesunderanyfinancialorother obligationtooutsideindividualsororganisationsthatmightseektoinfluencethemin theperformanceoftheirofficialduties.

3)Objectivity

Incarryingoutpublicbusiness,includingmakingpublicappointments,awarding contracts,orrecommendingindividualsforrewardsandbenefits,holdersofpublic officeshouldmakechoicesonmerit.

4)Accountability

Holdersofpublicofficeareaccountablefortheirdecisionsandactionstothepublic andmustsubmitthemselvestowhateverscrutinyisappropriatetotheiroffice.

5)Openness

Holdersofpublicofficeshouldbeasopenaspossibleaboutallthedecisionsand actionsthattheytake.Theyshouldgivereasonsfortheirdecisionsandrestrict informationonlywhenthewiderpublicinterestclearlydemands.

6)Honesty

Holdersofpublicofficehaveadutytodeclareanyprivateinterestsrelatingtotheir publicdutiesandtotakestepstoresolveanyconflictsarisinginawaythatprotects thepublicinterest.

7)Leadership

Holdersofpublicofficeshouldpromoteandsupporttheseprinciplesbyleadership andexample.

Proprietyandtransparencyare embeddedintheorganisationthrough havingclear guidelines inplacefor allstaff aboutthereceiptof hospitalityandgifts.

There is accountabilityofhospitalityand giftsthrough theauditofaregister heldby theorganisation.This register willbe availabletothepublic.

Staffcomplywithlegalobligations under the BriberyAct 2010(referSection1.6).

1.3. Principles

All NDCCGstaffmustthereforeapplythefollowingprinciples in theconductof their employment:

  • Theymustnotaccept gifts,hospitalityor benefits of anykindfromathirdparty which might be perceived ascompromisingtheirpersonal judgementor integrity.
  • Theymustdeclareanyprivateinterests which are relevantandmaterial relating to thepositiontheyholdintheNHS;
  • Theymustbase all purchasingdecisions andnegotiations ofcontractssolely on achievingbestvalueformoneyfor the taxpayer.

Theymustrefer to their linemanager /Executivewhen facedwithasituationfor which theguidance availablerequiresfurtherinterpretation.

Ifinanydoubt,theymustseek advicefrom ChiefFinance Officer.

1.4Scope

Thispolicycovers all businessactivities ofemployeesor others actingon behalfof

NDCCG.

Thispolicyis applicable toall employees,contractedstaff andstaffon honorary contracts whosepayrollcosts arepartiallyorfullyfundedbya third partyunder aformal arrangement.Itis alsoapplicable totrainee professionals andstudents hostedfor the provisionofwork or vocational experience,includingtemporarystaff,volunteersand

otherpeopleengagedtowork on NDCCG’sbusiness

Wherethispolicyrefers tostaff,itmeans allofthepeopletowhomthis policyapplies. Everymember ofstaffis responsibleforensuringthattheydonotcompromisetheir positionin takingdecisions on behalfof NDCCGthroughaccepting hospitality,giftsor any favour, whichmight bedeemedinappropriateunder independentscrutiny.

1.5 The BriberyAct 2010

The UK Bribery Act 2010 has replaced the previous Prevention of Corruption Acts and

created two general criminal offences relating to bribery:

  • Offering or giving a bribe to induce someone to behave, or to reward someone for behaving, improperly and;
  • Requesting or accepting a bribe either in exchange for acting improperly, or where the request or acceptance is itself improper

A new corporate criminal offence has also been introduced;

  • Negligent failing by a company or limited liability partnership to prevent bribery being given or offered by an employee or agent on behalf of that organisation

All individuals working for, or representing the CCG are required to be aware of the Bribery Act 2010 and should refer to the group’s Fraud, Corruption and Bribery Policy for further details. The CCGs appointed Counter Fraud Specialist is Ian Morris, telephone 0116 225 6120. Email or reports can be made directly through the Chief Finance Officer.

Any suspicious or concerns of acts of fraud or bribery can also be reported online via or via the NHS Fraud and Corruption Reporting Line on 0800 028 4060. This provides an easily accessible and confidential route for the reporting of genuine suspicions of fraud within or affecting the NHS. All calls are dealt with by experienced trained staff and any caller who wishes to remain anonymous may do so.

Todemonstrate the organisationhas sufficientandadequateprocedures inplaceandto demonstrateopennessandtransparency, allstaff and suppliers arerequiredtocomplywith the requirementsofthe legislation and this policy, in conjunction with the CCG’sStandingFinancial Instructions and Standing Orders.

The BriberyAct2010,whichrepealedpreviouscorruptionlegislation,has introducedthe offencesofofferingand or receivinga bribe.It alsoplaces specific responsibilityon organisationstohavein placesufficientand adequateprocedurestoprevent briberyand corruptiontakingplace.

Under the Act, Briberyis defined as“Inducementfor anaction,whichis illegal unethical or a breach oftrust.Inducementscantaketheformofgiftsloans,fees rewards or other privileges".Corruptionis broadlydefinedas theofferingor the acceptanceof inducements,giftsorfavours, payments orbenefitinkindwhich mayinfluencethe improper actionofanyperson.Corruptiondoes notalways result inaloss.Thecorrupt person maynotbenefitdirectlyfrom theirdeeds;however, theymay beunreasonably usingtheir positionto givesomeadvantageto another.

Todemonstrate the organisationhas sufficientandadequateprocedures inplaceandto demonstrateopennessandtransparency, allstaff arerequiredtocomplywith the

requirementsofthis Policyand the CCG’sStandingFinancial Instructions,Standing

Orders and Counter Fraud and Bribery Policy.

1.6Freedom ofInformationAct2000

Staffshouldnotethatunder theFreedom ofInformation Act2000,theinformation containedwithintheCCG‟sHospitalityandGiftsRegister will besubjecttodisclosure toanymemberofthepublic onrequest.

2.Definitions

Thefollowingtermsare usedinthis document:

Hospitality

Hospitalityincludes,for example,invitations or offers offood,refreshments, transport, accommodationandthe use offacilities, equipmentor services.

Gifts

Giftsincludes,for example, offers ofcashorcash equivalents(e.g.gift

vouchers, lotterytickets, or tradecards)andnon-cashgiftse.g.wine andspirits, hampers,electrical goods bysuppliers, contractors, service usersor theirrelatives.

Sponsorship

This refers tobothexternal andinternal sponsorship of events,where(a) sponsorshipis receivedfrom anon-NHS sourceor (b) events organisedbyother parties are sponsored by NDCCG.

Bribery

Briberyis the practiceby whicha personwhocantakedecisionor actiononbehalfof others,by virtue of hisauthorityor position,is influencedbypayingor offeringmonetary benefits to takean action or decision,whichhewould nothavedoneotherwise.

Valueadded service

This relatestoservicesor products offeredatlittle or nocost,topromote the primary business.

Conflict ofinterest

A conflict ofinterestisasituationthat hasthepotentialtounderminetheimpartialityofa personactinginaposition orauthority.WithintheNHS,suchsituations presentarisk thatdecisionstaken maybe basedonexternal influencesor personal interest,rather thanthebestinterests ofthe organisation.Themostcommon typesofconflictsof interestinclude director indirectfinancial interest e.g.businessor employment,non- financialor personal interests andconflicts ofloyalty.

Itisanoffenceunderlaw(Prevention ofCorruptionActs1906and1916)forpublic serviceemployeestocorruptlyacceptANYgiftsorconsiderationasaninducement orrewardfor:

• Doingorrefrainingfromdoinganythingintheirofficialcapacity;or

• Showingfavourordisfavourtoanypersonintheirofficialcapacity.

UnderthePreventionofCorruption Act1916,anymoney,giftorconsideration receivedbyanemployeeinapublicservicefromapersonororganisationholding or seeking toobtainacontract willbedeemedbythecourtstohavebeenreceived corruptlyunlesstheemployeeprovestothecontrary.

3.Consultation &EqualityAnalysis

TheEqualityAct2010requires public bodiestohave„dueregard‟tohowtheydevelop, evaluateandreviewpolicy.As part ofits development,this policyanditsimpacthas beenreviewedinconsultationfordisproportionateimpactonpeople of:

  • Racial background(ethnic or national origins,colouror nationality)
  • Disability(mental, physical,sensory,longtermhealth,learning
  • disabilities) Gender (male,female,transgender)
  • Age(youngand old) Pregnancymaternity
  • Religion or belief(includingnon-believers)
  • Sex
  • Sexual orientation(lesbian,gay, bisexual)

Thispolicyis deemedneutralandstrengthens equalityin practice.

Thispolicywill be availablefor all staffontheCCGintranet. Copiesofthepolicy have beencirculatedtostaffgroupsasappropriate.

Organisational Accountability/Responsibilities

Thispolicywillbemanagedandperformancemonitoredbythe Chief Finance Officer andGovernance Leadwhowillreportanyissuesarisingfromthepolicytothe Chief Officer. TheGiftsandHospitality Registermaintained underthispolicywillberegularlyreviewedbyNHSNorth Derbyshire CCGAuditCommittee.

4.Duties

Chief Officer

TheChiefOfficerhas responsibilityfor ensuringstaff awareness andcompliancewith the directionsofthis Policyandundertakes regular reviewoftheregister.

TheAudit Committee

TheAudit Committeeis responsiblefor reviewinghospitality/sponsorship andgifts registers on behalfofJointBoards.

Executives

Executives haveresponsibilityfor ensuringthatallstaff aremadeaware andcomplywith therequirements ofthis policy.Theyare alsoresponsibleforensuringthatdetailsof hospitalityandgiftsoffered,received or rejected bystaffintheirDirectorate are registeredinatimely way.

Senior Managers

Senior Managers areresponsibleforensuringthattheentriestotheregister are sensible,completeandcomply with thepolicy.

Chairsof other committees andworkinggroups

TheChair ofcommittees andworking groups have theresponsibilityofensuringthat staff aremade aware ofthis policyand thatdetails of hospitalityand giftsoffered, received or rejected bymembers oftheircommittee areregistered.

Governance Team

The Governance Teamare responsiblefor promotingawarenessandcompliancewith the directionsofthis policy, as part of policymanagement,reviewandconsultation.The teamwill provide advice oncompletion ofthenotificationformandHospital &Gifts Register.

AllStaff

Allstaffareresponsiblefor understandingand adheringtothe requirementsofthis policy.

5. Provision of hospitality offered by North Derbyshire CCG

TheuseofNHSmoniesforhospitalityand/orentertainment shouldbecarefully considered.Allexpenditureontheseitemsshouldbecapableofjustificationtoboth internalandexternalauditorsasreasonableinlightofacceptedgeneralpracticein thepublicsector.

Thefollowingguidelines havebeendevelopedtoensurefairnessandconsistency in relationtotheprovisionofhospitalityandrefreshments providedatmeetingswithin NHS North DerbyshireCCG.

Thegradeordisciplineofstaffattendingtheeventwillnotinthemselvesbe factorsthatwillinfluencetheavailabilityofrefreshments. However,wherea meetinginvolvesasignificantproportionofclinicalstaff,itisrecognisedthat clinicalservicedeliveryrequirements maydictatethatsuchmeetingshaveto takeplaceduringthedesignatedlunchperiodspecifiedbelow. Wherethisis thecaseandwhereclinicalstaffhaveneedtotravelawayfromtheirnormal workplace foraNHS North DerbyshireCCG hostedmeetingthenaworkinglunchmaybe providedforsuchmeetings.Inordertoprovideequallyforthoseattendeeswith specificdietaryneedsonthegroundsofHealthand/orReligion/Belief,meeting convenorswillattachtopre-meetingpapersaninvitationforparticipantstoindicate their dietary limitations and will ensure that these are taken into accountwhenorderingrefreshments.

  • Staff shouldbe encouragedto takeanyauthorisedbreakfrom theirwork betweenthehoursof12noonand2.00p.m.
  • At Team‘TimeOut’daysabasicworkinglunch,withteaandcoffeewillbe provided.
  • Hot/colddrinkswillbeprovidedforcolleagueswheretheyhavebeenrequired totravelfor meetingsandwhereitisanticipatedmeetingswill last morethanan hour.
  • Ifstaffchoosetomeetoverthelunchtimeperiodandthisislessthantwo hourduration, staffmayconsume foodtheyhavebroughtwiththem. Nolunch willbeprovided.
  • Wherestaffattendanceisrequiredataneventthatspansmorethanone consecutiveworkingdaytheemployerwillpayforovernightaccommodation onlywhenitisnotpracticalforthememberofstafftotraveltotheirnormal placeofresidencefortheevening. Practicalitywillvarydepending onthe circumstancesoftheeventandtheindividualandcouldinclude:
  • alateworkingfinish;
  • amember ofstaffwithadisability whosewell-beingwouldbeimpaired by extratravel.
  • Forthepurposesofthispolicy,theemployer’s fundingofanovernightstaywill belimited tothecostoftheroom, breakfastand aneveningmeal(notincluding wineoralcohol)(referalsototherelevantorganisation’s policyonclaiming expenses).
  • Whereanovernightstay may benecessary,membersofstaff shouldobtainthe agreementoftheirmanagerbeforeanyaccommodation arrangements are made.
  • Wherestaffarerequestedtoattendeventssuchasteamsessions, which requireanovernightstay then thesewillbesupportedasanintegralpart ofthat session.
  • Forfurtheradviceorguidance,staffmayspeaktotheappropriatememberof the ExecutiveTeam.

6.HospitalityGifts

Allemployees,contractedstaff,staffonhonorarycontracts,Governing BodyandCommitteemembersare expectedtorecordall gifts,hospitalityor material benefits receivedwhichin any wayrelatestotheir appointment orposition.

All offersofhospitalityandgiftsdeclined or rejectedas beinginappropriate,or with the potential tobeperceived asconstitutingabribe orother inducement,arealsotobe recordedin theHospitality GiftsRegister.

Gifts from Suppliers or Contractors

Gifts of low value (up to £6), such as promotional items, can be accepted and do not need to be declared.

All other gifts from suppliers or contractors must be declined and declared.

Gifts from other sources

Gifts under £50 can be accepted from non-suppliers and non-contractors, and do not need to be declared.

Gifts with a value of over £50 can be accepted on behalf of an organisation, but not in a personal capacity and must be declared.

All gifts/hospitality exceeding £25.00 or several small gifts/offers of hospitality worth a total of over £100.00 from the same or closely related source in a 12 month period must be entered onto an Appendix 2 form before entering onto the gifts and hospitality register.

6.1.Cashor CashEquivalents

Offers ofcashor cashequivalents(e.g.lotterytickets,giftvouchers or giftcheques) made bysuppliers, contractors, service users or theirrelatives toindividual officers of NDCCGshouldbedeclined.

6.2.NonCashgifts

Giftsofasmallorinexpensive nature such as calendars or diariesor other inexpensive items suchasflowers andchocolatesmaybe accepted.Thistype ofgiftcanbeeasily distinguishedfrommore expensive,substantialitems,whichcannotonanyaccountbe accepted.Ifthere isanydoubtas towhether the acceptance ofsuchanitemis appropriate,or there isaregular givingofsuchgiftsthenthemattershouldbereferredto your leadExecutive or Chief Finance Officer.

6.3.Lectures,conferencesandbroadcasts

Acceptance ofgiftsinlieuoffees,exgratia payments orbooktokensfor lectures, broadcasts or similar shouldbebasedonhowmuchofthepreparatory work for the

eventwas doneintheemployeesown time,howmuchinofficial workingtimeandthe

extenttowhichNDCCGresources were usedin the preparation.

Iffurther guidanceis neededinthis area,theChiefFinanceOfficer orGovernance Department shouldbeconsulted.

6.4.Tradeor discountcards

Trade ordiscountcards, by which personalbenefitis obtainedfrom NDCCG staff.

Purchaseofgoodsor services atareducedprice are classified asgifts andshouldbe politelydeclinedand/orreturnedto thesender.The exceptionstothis are benefits negotiated bytheCCG on behalfofits staff.

6.5.Hospitalityandinvitationsreceivedfromthirdparties

Theappropriatehandling ofoffers of hospitalityis more difficult toregulate butshouldbe subjecttoconsideredandcareful judgment,recognisingthesensitivityaroundrefusal.

There is alsoaneedtodistinguishbetweensimple,lowcost hospitalityofaconventional type,for example,aworkinglunchandentertainmentoutside ofnormal workinghours, for example,an eveningmeal,throughto more expensive and elaboratehospitalitye.g. trips andevents ofacorporate hospitalitynature.

There is clearlyaneedfor asense of balanceandjudgement.Forexample, acceptance ofregular or annual invitationstoevents orfunctions,particularlyfromthesamesource andwhereaconsiderabledegreeof hospitalityis involved, mayseverelytestthe principles previouslystatedandshouldberefused.However, theremaybeinstances where staffreceiveinvitationstoeventsrun by voluntaryorganisations suchasannual conferencesor dinners.Attendanceatsuch eventsis consideredanintegral elementin buildingandmaintainingrelationshipswith thesesectors, andanyhospitalityreceivedis likelyto bereasonableandproportionate,andthereforeacceptable.

Themainpointis thatin acceptinghospitalitystaff needtobe awareof,andguard against,therisks of misrepresentation orperceptionoffavouritism byacompetitor.The contextinwhich business is conductedis significanthere,for examplewhere this happensoutsideworkinghours andonpurelysocial occasions,there needstobesound justificationtoguardagainst perception of personal giftor benefit.Whereacontractis beingnegotiated,hospitalityof anykind,includingattendance ofstaff atseasonalevents hosted bysuppliers orcontractors, shouldnotbeaccepted.

As arule,invitationsof hospitalitythatare extendedtotheCCGas awhole,for examplealocalmayoral receptioncanbeaccepted byanominated officer.Theseare lesslikelyto attract criticism thanpersonalisedinvitations toindividual officers, particularly where individual officers haveaposition ofinfluence.

Whenindoubtabout acceptinghospitalityoraninvitationyoushouldconsult your Line Manager or theChief Finance OfficerInallinstances where anything beyondconventional hospitalityis offered,theapproval ofthe LineManager or the Chief Finance Officershouldbesought.

6.6.Awardsorprizes

StaffshouldconsulttheirLineManager or ChiefFinance Officeriftheyareofferedan award or prizeinconnectionwith their officialduties.They will normallybe allowed to receiveit, provided:

  • There is norisk of public criticism;
  • Itis offeredstrictlyin accordancewith personal achievement;
  • Itis notinthenature ofagiftnor canbeconstrued asagift, inducement of paymentforpublication or invention towhich other rules apply.

6.7.Refusalofoffersofhospitalitygifts

For all offers of hospitalityandgiftsrejected as notbeing appropriate, or that might constitutea bribeor other inducement,theorganisationmakingthe offer will be advised ofthePolicyandanygiftreturned.The details mustberecordedintheregister of HospitalityGiftsandreported tothe LineManager, Chief OfficerandChiefFinance Officer.

6.8.BusinessarrangementsCollaborativepartnerships

Inrespectof organisations withwhichsignificantdealings areanticipated,it is recommendedthattheyare advised abouttheCCG’spolicyonhospitalityandgiftsatanearlystage.No order shallbeissuedforanyitem or items toany firm,whichhasmade anoffer ofgifts,reward or benefittodirectorsor employees,otherthanisolatedgifts ofatrivial characteror inexpensiveseasonal gifts,suchas calendarsorconventional hospitality,such as lunches inthecourseofworkingvisits.

Examplesoftypes ofpartnerships include:

  • Sponsorship i.e.fundingbyan external companyofallorpart ofthecostsofa member ofstaff,NHS research, stafftraining,value addedservices andworkingwithindustry,theiragentsor affiliatedcompanies e.g.pharmaceutical companies.SeeAppendix12formoredetails.

Conflictofinterestshouldbe declaredontheregister of declarationsheldbytheHead of Governance.

6.9.Hostingeventsmeetings

Staff arrangingeventsandmeetings onbehalfofNDCCGmustremainimpartial intheir decisionto usecertainproducts,services or companiesfromwhichtheyor theirfamily members maypotentiallybenefit.

The provisionof hospitalitybytheCCGtorepresentatives ofother organisations should bemodestandappropriate tothecircumstances.Inallinstances,the expenditure involvedmustconstitutegoodvalueformoney.

Hospitalityshouldnotbeofferedsolelyas areturn gesture orbeautomaticallyrecurrent onaregular basisunless circumstances indicatethatitis appropriate todoso. Whenever possible, meetings should bearrangedwithinNDCCG premises.Ifthis is not possible,NHS establishmentsshouldbe thepreferredchoiceofvenue.Ifroomsare not availablewithinNHS premises,themeetingshouldbearrangedatthemosteconomic rate,takingintoaccountroomratesandrefreshmentcharges.

Expenditureonexternal hospitalityshouldbeclearlyidentifiedas such andcharged toa specific hospitalityexpensecodethatis subjecttopublicaccountabilityandscrutiny.

The useof public moniesfor hospitalitypurposesatconferences andseminars should becarefullyconsidered.NDCCGneeds tobeabletodemonstrategoodvaluein committingpublicfunds.

Thesame generalprinciples of exercisingdiscretioninacceptinghospitalityfrom industryor suppliersapplyin theacceptance ofgeneralhospitality.Itis recognisedthat suppliers cancontributevaluablefundingto assist in providing general hospitalityfor events.However, thegeneral criteriathatshouldbefollowed are:

  • Approvalfor such occasions mustbeobtainedfromChief Finance Officer
  • ThehospitalityshouldbeseentobetothebenefitoftheCCG

Sponsors shouldbe madeaware thattheCCG doesnotendorseparticular products. Thefactthattheyare sponsoringan eventdoes notmean thattheCCG endorses their productor service.

7.Hospitalityand Gifts Register

A register ofgifts,hospitalityandsponsorship –boththoseoffered,accepted,refused andreturned- will bekeptbytheGovernance Teamfor the CCG comprisingall offers ofgifts,awards and prizes madetomembers oftheGoverning Body, Executives,Senior Managers andstaff andinvitationstofunctions orevents,where hospitalityis involved.Details shouldincludedescription oftheitem offered,where the offer originated,towhomitwas made,theapproximatefinancial valueoftheoffer,anda note oftheactiontaken,i.e.accepted/refused/returned(inaccordanceto thetemplateat Appendix3).

This will serve tocounter anypossibleaccusations or suspicionsofbreachoftherulesof conduct,andwill besubjectto disclosureonrequest.

Itis theresponsibilityoftheindividual staffmembertoforward detailsofoffers tothe GovernanceTeam for inclusionintheNDCCGHospitalityandGiftsRegister.(See appendix1fortheformto becompleted)

Theinformationwill becollated andupdatedona quarterlybasis and reputed to Audit Committee andmadeavailableto thepublic onrequest.

8.Disseminationand Implementation

8.1Dissemination

This policy will be made available and published on the ND CCG website.It will be disseminatedto allstaffandsub-committeemembersfollowingitsroute of approval.

8.2 Implementation

AllExecutivesandSenior Managers areresponsiblefor ensuringthatrelevantstaffwithintheir ownteamshavereadandunderstoodthis documentandare competenttocarryouttheirduties inaccordancewith theprocedures described.

As partoftheirinduction programme,all newstaff must bemade aware of policiesand procedures relevanttotheirwork includingtheHospitality GiftsPolicy.

9. Monitoring &Compliance

TheAudit CommitteewillreviewtheHospitalityand GiftsRegisterperiodically

10. Other relevant documents

Policiesrelatingto: