HR Hospitality Policy

HR HOSPITALITY POLICY

Effective Date:   Policy Owner:

Personal Information

Position Information

Employment History

Dates Employed: From to

Dates Employed: From to

Education

References

Policy Purpose, Scope and Definitions

Purpose: This Hospitality Policy establishes standards and controls governing the provision, acceptance, reporting and reimbursement of meals, entertainment, gifts, and other business hospitality extended by or to employees, contractors, vendors, or third parties in order to manage compliance risk, avoid conflicts of interest, and ensure appropriate business judgment.

Scope: This policy applies to all employees, officers, contractors, and temporary workers of the organization, wherever located, and to any third parties acting on behalf of the organization in connection with business activities.

Definitions: For purposes of this policy, "Hospitality" means business meals, entertainment, travel-related meals, refreshments, small promotional items, and similar expenditures. "Gift" means a tangible item of value transferred without expectation of direct payment.

Standards and Approval Authority

Employees must exercise professional judgment and seek to avoid even the appearance of impropriety. Hospitality must be reasonable in nature, infrequent in occurrence, and proportionate to the business objective. Hospitality provided to public officials is governed by stricter controls and requires pre-approval from Legal and Compliance.

Approval Matrix: Manager approval is required for hospitality up to per event. Department head approval is required for amounts between manager limit and . Executive approval is required above per event.

Pre-Approval: All hospitality anticipated to exceed the manager approval limit must be documented on an approval request prior to commitment, stating the business purpose, expected attendees, estimated cost, and funding source. Description of business purpose:

Acceptable and Prohibited Hospitality

Acceptable hospitality includes meals for business discussions, refreshments during meetings, moderate promotional items of nominal value, and reasonable hospitality for legitimate business development. Hospitality must never be lavish, frequent to the same counterparty, or conditioned on awarding business.

Prohibited hospitality includes cash gifts, bribes, payments intended to influence procurement decisions, gifts to or on behalf of minors, and any hospitality that violates applicable laws or the recipient's employer policies.

Expense Reporting and Recordkeeping

All hospitality expenses must be submitted within 30 days of the event, accompanied by itemized receipts and a written statement of business purpose and attendee list. Records must be retained for a minimum of years or longer where required by law.

Tax and Accounting Treatment

Hospitality expenses will be processed in accordance with applicable tax and accounting rules. Personal portions of hospitality are not reimbursable and must be identified and paid by the employee at the time of expense submission.

Conflict of Interest and Gifts

Employees must disclose any personal or financial relationship with hospitality recipients that could create a conflict of interest. Gifts in excess of the nominal value threshold must be reported and will require approval by Legal.

Gift threshold (nominal value):

Compliance, Training and Disciplinary Measures

Violations of this policy may result in disciplinary action up to and including termination of employment. The organization requires periodic training on hospitality and anti-corruption compliance; attendance is mandatory for designated roles.

Exceptions and Special Circumstances

Exceptions to this policy may be granted only in writing by the Policy Owner and Legal. Describe requested exception and justification:

Authorization to Contact and Background Checks

By signing below, the employee authorizes the organization to contact prior employers and to conduct background checks as permitted by law for purposes related to employment and policy enforcement.

Authorization to contact prior employers and conduct background checks: I authorize

Legal Disclosures

At-Will Employment Statement: Nothing in this policy constitutes a contract of employment. Employment remains at-will and may be terminated by the employee or the organization at any time, with or without cause, subject to applicable law.

Equal Opportunity Statement: The organization is an equal opportunity employer. Decisions regarding hospitality, vendor selection, hiring, promotion and discipline will be made without unlawful discrimination.

Employee Certification and Acknowledgment

I certify that I have read, understand, and will comply with the Hospitality Policy. I acknowledge that violation of this policy may result in disciplinary action up to and including termination. I further certify that the information I have provided on this form is true and complete to the best of my knowledge.

Applicant Certification: I certify

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