House of Commons Resource Framework
Annex A
ANNEX A
ADMINISTRATION ESTIMATE
HOSPITALITY, ACCEPTING GIFTS AND OFFICIAL ENTERTAINMENT
(see Staff Handbook 5.19 for additional guidance)
Introduction
1.
The main principle underpinning the acceptance and provision of hospitality, gifts,
and official entertainment is to make sure that your personal judgement and
integrity cannot reasonably be seen to be compromised.
2.
Staff of the House must be, and seen to be, above reproach in everything they do.
Gifts, hospitality, and inducements that appear to be innocuous may be offered
from time to time. However, great care should be taken in such circumstances as
the acceptance of such items might be later misinterpreted. The following rules
have been drawn up to help protect staff.
3.
A book to record instances of hospitality and details of gifts received should be
held by each department, and staff made aware of its existence and location..
Hospitality
4.
Hospitality from suppliers et al should generally be avoided unless it arises during
the course of a meeting or visit to the company’s premises. All forms of hospitality
should be avoided if a company is known to be in dispute or in breach of contract
with the House.
5.
Expensive lunches are becoming a less common feature of procurement exercises.
If asked what kind of lunch should be provided during a visit, then it is advisable to
suggest something modest like sandwiches or a buffet. In no other circumstances
should hospitality be accepted from a company tendering or likely to tender for
House of Commons business, as this might appear to give them an unfair
advantage.
6.
Some companies hold annual events (e.g. receptions at interesting venues, sporting
events) for clients and/or customers. Such events can be useful in building a
relationship and meeting other customers, but discretion should be used when
accepting such an invitation. Do not feel under pressure to accept and if in any
doubt, decline the invitation. Any hospitality received should be recorded in the
hospitality book. Staff may also wish to note details of any hospitality declined.
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Version (May 2005)
House of Commons Resource Framework
Annex A
Official entertainment
7.
Staff may sometimes have to entertain official visitors at the expense of the House.
Departmental budgets are limited and such expenditure must be agreed in advance
with Departmental Finance Officers. Discretion about where such entertainment
takes place should be exercised, and the details of any such occasion recorded in
the hospitality book.
8.
A distinction should be drawn between entertaining officials from other
parliamentary assemblies and colleagues from other departments on the one hand,
and other private sector people (or service providers) on the other. With the aim
of fostering working relationships, reciprocating modest hospitality to the former
group may be encouraged.
Gifts
9.
Small gifts from foreign visitors should be accepted graciously. If the gift (e.g.
books) is of use to the department, or another department, then they should be
passed to the appropriate contact. Other gifts may be kept for personal use, but
the Finance Director should be consulted as soon as possible if the gift seems
excessive.
10.
Gifts from suppliers should not be encouraged. If offered they should be accepted
only if the value is likely to be less than £25. Diaries, calendars, pens, and similar
gifts are likely to be acceptable.
11.
A benefit-in-kind may be offered when no fee is sought. A modest gift such as a
bottle of wine may be accepted if the circumstances are such that it would be
difficult to refuse without appearing ungracious. Anything more substantial should
be refused or returned with appropriate thanks and a suitable note of explanation.
Such gifts should not be accepted on behalf of the House or the department.
Public speaking engagements
12.
Guidance on accepting invitations to undertake public speaking engagements on
departmental matters at functions or lectures organised by outside bodies must be
followed (see Staff Handbook 5.20). Permission is required from the Departmental
Establishment Officer before accepting any such invitation.
13.
The general policy is to charge a fee for the services given where the engagement is
in connection with official duties. The Finance Director has agreed that such
payments may be used to support departmental staff functions. Cheques should be
made payable to ‘House of Commons Administration’. Alternative arrangements
may be acceptable where the acceptance of an invitation can be shown to further
the objectives of the House service or otherwise be of benefit to a Department (e.g.
because the outside body is providing a service which might otherwise fall to the
Department to provide).
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Version (May 2005)