104

Northern Arizona University
Purchasing Policy and Procedure

Gifts and Gratuities

POLICY:

GIFTS TO THE UNIVERSITY

Any gift to the University must be reported to the Development Office and all monetary gifts must be deposited in the NAU Foundation for the purpose of acknowledging the gift and issuing an official NAU gift receipt.

PROMOTIONAL ITEMS FROM VENDORS

Promotional items are items that are received as a result of a vendor's marketing promotion. An example of a promotional item is when a vendor advertises that you will receive a sport duffel bag with your purchase of $175 or more.

Promotional items may be accepted, but are the property of the University since they are a result of utilizing University funds for the purchase. Promotional items may be used by departments as items distributed through a drawing such as those that occur at the employee mixer.

GIFTS TO UNIVERSITY EMPLOYEES

PROHIBITED GIFTS AND GRATUITIES

University employees shall not accept or solicit, directly or indirectly, anything of economic value as a gift, gratuity, favor, entertainment, or loan which is or may appear to be designed to influence official conduct in any manner, particularly from a person who is seeking to obtain contractual or other business of financial arrangements with the University (e.g., a vendor who has interests that might be substantially affected by the performance or nonperformance of the employee's duty).

This includes both present and potential suppliers and contractors to the University and agents working on behalf of suppliers and contractors.

PERMISSIBLE GIFTS AND GRATUITIES

University employees may accept from vendors and others:

1. Unsolicited advertising or promotional material such as pens, scratch pads, and calendars.



2. Occasional business lunches or food and refreshments of insignificant value.



3. Other items of nominal or minor value (e.g., a box of candy or fruitcake) that are merely tokens of appreciation and not related to any particular transaction.