Business Meetings, Appreciation Events and Gifts Policy
Topics
- Business Meetings
- Staff Appreciation Events and Holiday Parties
- Gifts and Honorariums
Policy
When staff or board meetings are held during regular meal periods, it is permissible for the department manager to cater light refreshments, including non-alcoholic beverages, for this purpose. In addition, the hospital may from time to time host groups of individuals, including those who work for other Broader Public Sector employers for meetings that extend through a meal period and it is permissible for catering to be provided to that group.
The hospital, its departments, and/or its units/teams should decide on the number of, timing, budget, and practicality of staff appreciation events and holiday parties. The hospital, its departments, and/or its units/teams will determine annually, as part of the budget process, the amount to be spent on appreciation events. The events covered by this policy do not include hospitality events (refer to Hospitality policy).
Gifts of appreciation may be extended to a member of staff or the board and must be approved by the individual’s supervisor/manager in accordance with pre-established criteria or benchmarks. The awarding of appreciation gifts may have human resources implications and these programs should be designed in partnership with the hospital’s Human Resources Department. Awarding gifts must be compliant with Canada Revenue Agency rules.
Procedures
Business Meetings
1. Refreshments may be provided where meetings for the purpose of advancing hospital business are held.
2. Where the hospital is host to a group of individuals from other broader public sector employers and the meeting is over the period of a regularly scheduled meal period, the manager may choose, within budgeted resources, to have a meal provided to the group of attendees.
3. Where possible these meals will be catered internally and will include only non-alcoholic beverages.
Staff Appreciation Events and Holiday Parties
1. All staff, volunteer, and board appreciation events or party expenses must be reasonable. Refer to
Reimbursement of Expenses Policy for additional information.
2. It is appropriate for a department Manager, with approval from their Director, to use hospital funds to sponsor staff appreciation events and team building activities which include all staff in the department within budgeted departmental resources.
3. Annual events, such as the Board’s annual general meeting and holiday party, or the volunteer appreciation dinner, will include a meal provided by the hospital. If approved in advance by the CEO or the CEO’s delegate, these events may include the provision of alcohol. In circumstances where alcohol is approved, appropriate measures should be taken to ensure a reasonable limit is placed on the quantity and the cost of alcohol to be provided in advance of the event and, where possible, preference be given to Ontario products (wine, spirits, beer). Liquor license must be obtained where required.
4. If, in addition to an annual major holiday reception sponsored by administration, individual departments and/or units/teams who wish to hold their own holiday event and/or other social activities should ensure that the costs are covered by staff and the activities take place during a time which will not disrupt the regular operations of the hospital.
5. Farewell teas or other events that celebrate an employee’s contribution to the hospital while employed are permitted when an employee leaves the organization and reasonable expenses for light refreshments can be approved by the employee’s departmental manager.
6. Events funded by the hospital that are held on hospital premises must be approved by the appropriate department Manager.
7. Events funded by the hospital that are held off hospital premises must be approved by the appropriate department Vice President or the President.
Gifts and Honorariums
1. All gifts must be appropriately documented, including the individual receiving the gift, the individual who approved the gift, the reasons for the awarding of the gift, the contents and cost of the gift itself, and any other pertinent details. Accurate records must be maintained in order to demonstrate the reasonableness and appropriateness of any gift.
2. Gifts of appreciation may be extended to persons who are not staff of the hospital in exchange for pro bono services, including those provided to speakers at professional development events, and for student placements. These gifts may be of a monetary nature. The gifts must be approved by the appropriate person (i.e. Vice President of the department/program area). The names of the non-members of staff receiving gifts and the reason for the gifts must be included as supporting documentation with the expense reimbursement claim.
3. Token gifts of appreciation, including those given to employees when leaving the organization (i.e. at a retirement tea) valued at up to $100, may be extended and must be approved by the individual’s Supervisor/Manager. Gift values above $100 must be justified and approved by the Vice President of the program area. The hospital will not fund gifts to employees related to birthdays, wedding showers or baby showers.
4. “Gifts” include flowers, cards, gift certificates, gift cards, etc. but may not include cash or cheques.
5. Alcohol may not be given as a gift (e.g. bottles of wine or other spirits, gift certificates for the LCBO, Beer Store, wine store, etc.).
Last updated: June 29, 2011