CFOB Newsletters

As the festive season approaches, it is especially important to be mindful of our responsibilities around departmental policies and guidelines. This relates particularly to Events, hospitality, recognition, delegations of authority, and acceptance of vendor gifts. In all cases, it is important to use your best judgement to avoid situations of real or perceived conflict.

Hospitality

At all times during the year, the departmental policies, processes and approvals related to hospitality and other Events remain in effect. If hospitality or events require approval from senior management, requests must be submitted to the appropriate level of authority to obtain approval in advance. In all cases, please refer to the Departmental Delegation of Authority instruments in order to determine the designated approval levels.

The authority to provide hospitality does not extend to seasonal holiday lunches, dinners or other activities. This includes the purchase of cards in celebration of seasonal holidays or other personal milestones (engagements, birthdays, retirements, job promotions, etc.).

Hospitality requests must be limited to functions which are essential to the conduct of government business. Hospitality can only be offered to public servants on an exceptional basis under the following main conditions:

• Participation is required that extends beyond normal working hours where there are no nearby or appropriate facilities to obtain refreshments or meals or when staff dispersal is not effective or efficient.
• Activity must be at least 3 hours in duration overlapping a normal morning and/or afternoon break period.
• The number of employees must not be greater than the number needed to conduct government business.
• In no circumstances can employees be provided with either gifts or promotional items as hospitality.

Recognition

The Departmental Recognition Program’s policy provides for and encourages acknowledgement of employee contributions and behaviours through appropriate awards and recognition. Awards should be non-monetary in nature and not exceeding designated approval levels which are subject to further restrictions as allowed by the policy. Further, the policy is not to be interpreted as an authority for purchasing gifts for staff, as it is not appropriate to use public funds to purchase gifts.

Please be mindful that hospitality requests should not be used to informally reward excellent work in the context of seasonal activities. Seasonal activities and employee recognition must be kept separate; they cannot be combined. You cannot hold a recognition ceremony to reward employees and seasonal celebration at the same time.

Acceptance of Gifts, Hospitality and Other Benefits from Suppliers

Managers and staff are expected to use their best judgment to avoid situations of real, apparent or potential conflict of interest by being mindful of the criteria related to acceptance of gifts, hospitality and other benefits. This is in keeping with the ESDC Code of Conduct and Values and Ethics Code for the Public Service, including seasonal holidays.

Employees are not to accept any gifts, hospitality or other benefits that may have a real, apparent or potential influence on their objectivity in carrying out their official duties and responsibilities or that may place them under obligation to the donor. This includes activities such as free or discounted admission to sporting and cultural events, travel or conferences.

All public servants are responsible for ensuring that they comply with the Values and Ethics Code for the Public Service and the ESDC Code of Conduct, and that they exemplify, in all their actions and behaviors, the values of the Public Service.