1213 - University of North Carolina at Chapel Hill Policy on Prohibition of Gifts or Favors from Vendors

Introduction

Purpose

This policy is to ensure compliance with State regulations.

Scope of Applicability

University faculty, staff, or students involved in preparing plans, specifications, or estimates for University contracts, awarding or administering such contracts, or inspecting or supervising construction.

Policy

Policy Statement

It is unlawful for a State employee to willfully receive or accept gifts or favors from vendors. This includes travel coordinators who are prohibited from accepting free tickets or other personal benefits from travel agencies.

University faculty, staff, or students involved in preparing plans, specifications, or estimates for University contracts, awarding or administering such contracts, or inspecting or supervising construction must not accept gifts or favors from any vendor who has a current contract with the University, has performed under a contract within the past year, or is anticipated to bid on such a contract in the future.

Exceptions

Receipt of a gift or honorarium for participation in meetings, receipt of advertising items or souvenirs of nominal value, or receipt of meals furnished at banquets is permitted. Full participation by faculty, staff or students in activities of professional organizations in which they are a member is permitted even though the organization may receive donations from a contractor, subcontractor, or supplier.

Additional Information

Special Situations

None.

Frequently Asked Questions

Q: Should I allow a sales representative to pay for my lunch or take me to a baseball game?

A: No. Do not accept such personal invitations.

Q: We just completed a major renovation of our offices. To thank us for the business, the contractor has offered us free airline tickets. May we accept the tickets?

A: No. You should avoid offers from vendors when the offer might be interpreted as an attempt to influence your business decisions.

Q: I have been asked to present at a conference in my field and the conference sponsor has offered to pay all my expenses. May I accept this engagement?

A: Yes, if the same offer has been extended to all the conference presenters and no reasonable person viewing the event could construe the sponsor's intent as an attempt to sway your business decisions.

Q: Is it permissible for me to use an employee discount when making a personal purchase at a local vendor?

A: Yes, if the discount is offered to all University employees and does not stipulate for business purchases only.

Q: What should I do with a Christmas gift I received from a contractor?

A: The gift should be returned to the contractor in its original packaging with an explanation about the policy regarding gifts and favors from vendors.

Related Requirements

External Regulations and Consequences

NC General Statute § 133-32: Gifts and Favors Regulated

University Policies, Standards, and Procedures

None.

Contact Information

Policy Contact
Subject Contact Telephone Fax E-Mail
Gifts and Favors from Vendors Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu

History

Revised:

  • July 16, 2010
  • November 17, 2003

Details

Article ID: 131410
Created
Thu 4/8/21 9:08 PM
Modified
Mon 8/9/21 3:41 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
12/09/2020 3:10 PM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Last Review
Date on which the most recent document review was completed.
12/09/2020 3:10 PM
Last Revised
Date on which the most recent changes to this document were approved.
05/01/2019 12:00 AM
Origination
Date on which the original version of this document was first made official.
07/01/1995 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget