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d.
be made with integrity. Integrity is about exercising power in a way that is true to
the values, purposes, and duties for which that power is entrusted to, or held by,
someone. It is about consistently behaving in keeping with agreed or accepted
moral and ethical principles;
e.
be made transparently. Transparency in this context means being open about the
gift or hospitality, and wil ing to explain any decisions or have them reviewed; and
f.
be made with proper authority. This means that the person approving the gift or
hospitality has the appropriate financial delegation to do so, for the type and amount
of the gift or hospitality and follows correct procedures.
3. These principles should be applied together. None should be applied alone, and no principle
should be treated as more important than any other.
Policy Statement
4. DPMC and NEMA’s policy is that all gifts, hospitality, koha, and entertainment will be guided
by the principles set out above.
5. This policy guides DPMC and NEMA decisions on acceptance or provision of hospitality, gifts,
koha or entertainment by:
a. taking into consideration both DPMC and NEMA values, our commitment to the Treaty
of Waitangi / te Tiriti o Waitangi as well as wider cultural expectations consistent with
our desire to demonstrate cultural competence;
b. ensuring a declaration register is maintained by business units in order to compile an
official register;
c. not conferring a personal benefit and
d. enabling conduct of business in an efficient and moderate manner, including
participating in work carried out over a meal.
Applies to
6. This policy applies to everyone in DPMC and NEMA including permanent, fixed-term, secondee,
casual and agency temporary staff, self-employed and independent contractors (together
referred to in this policy as ‘staff’), regardless of position or seniority.
under the Official Information Act 1982
7. This policy also applies to staff and others representing DPMC or NEMA on DPMC or NEMA
business or who may be working with or accompanying the Governor-General, Prime Minister
or Ministers.
Disclosure
8. All gifts, koha, hospitality and entertainment of any value given and received must be recorded
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on the Gifts and Hospitality Register. Each entry must be full and complete.
9. Items or accumulations of items with a value of $50 or more will be drawn from each Business
Unit to be included within the official DPMC and NEMA Registers and reported externally.
10. Chief Executive gifts, hospitality and travel must also be disclosed on the DPMC website.
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Giving gifts or hospitality
External gifts or hospitality
11. DPMC and NEMA Executive Leadership Team (ELT) members can determine what may be
offered to external parties. Approval from an ELT members must be obtained prior to any
expenditure applying the principles in this policy.
12. Once approval is obtained, only managers with Level C and above financial delegations may
approve expenditure on entertainment, including for overseas visitors to New Zealand and for
business relationships.
13. Staff travelling as official DPMC or NEMA representatives should seek budget approval prior
to providing official entertainment, or afterwards if this was not practicable. This approval must
be documented and saved into the iManage system.
External events involving alcohol
14. ELT members or the Official Secretary Government House may determine, prior to an internal
or external function, on the inclusion of alcohol. In doing so, they will ensure that the decision
would withstand the highest level of public scrutiny.
Tokens of appreciation
15. Where tokens of appreciation such as food fuel or gift vouchers are provided to those
participating in specific DPMC or NEMA deliverables such as research, the value per recipient
should be
de minimus. Where the total cost of all tokens is material, expenditure should be
approved as part of a procurement plan by a Manager with Level C and above financial
delegations, as per the Delegations Policy.
Giving Koha and other gifts of cultural recognition
16. Koha is a form of cultural recognition within te ao Māori.
17. Koha is the kawa of giving in recognition of contribution, commitment and generosity, and
fulfils the obligation of reciprocity – which is key to the upholding of the mana of both the giver
and receiver. It is given on appropriate occasions in a Māori cultural setting including:
a. tangihanga;
under the Official Information Act 1982
b. attendance at an event/meeting;
c. for use on or for a marae; and
d. kaumātua support for pōwhiri, mihi whakatau meetings, or other events.
18. All other forms of cultural recognition are gifts and may be given in order to successfully
engage with other ethnic communities.
19. Koha and other gifts of cultural recognition are given within a cultural context and without any
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additional expectation on the part of the person receiving it. Koha and gifts of cultural
recognition are not given in return for specific services that are procured.
20. Koha and other gifts of cultural recognition may be money, goods or services that DPMC and
NEMA treat as sensitive expenditure because it is discretionary and usually un-receipted
expenditure.
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d. the quantity of alcohol is modest;
e. all participants are reminded of their obligations under the Code of Conduct policy; and
f. any invited guests are advised of, and comply with, the appropriate standard of conduct.
Accepting gifts or hospitality
What can be accepted by anyone
25. The following may be accepted by anyone to whom this policy applies:
a. gifts or hospitality where the value is less than $50 (unless if to do so means the total
accumulated value of the gift or hospitality from the same provider is more than $100
in that year);
b. hospitality involving working meals1;
c. hospitality hosted by other New Zealand public service entities; and
d. hospitality with a visiting delegation hosted by the New Zealand government.
When ELT member approval is required
26. Prior to accepting anything not covered by the above ELT member approval is required:
a. where gifts or hospitality are valued at $50 or more;
b. where the accumulated value of the gift or hospitality received from the same provider
is more than $100 in that year (for example regular café meetings, catered seminars or
industry forums with no cover charge);
c. where gifts or hospitality have the potential to present a conflict of interest for DPMC or
NEMA, or which may require a ‘no surprises’ briefing for a Minister.
How to accept
27. Accepted gifts may not be used for personal gain, except those of low value or low quantity
where it is not possible to share with other colleagues or charitable organisations. This
contributes to transparency and avoidance of perceptions of personal benefit.
28. Items accepted in accordance with this policy must be recorded on the Gifts and Hospitality
Register.
under the Official Information Act 1982
29. All information relating to the gift, reason for acceptance, the decision-maker and the method
of disposal must be recorded as part of the declaration.
30 If a value is unknown, the manager must enter an estimated value and indicate if it is above
or below $50.
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1 A working meal means a meal (at any time of the day) with an external party, where the main purpose is business-related, with
specific objectives relating to DPMC or NEMA’s outcomes. This includes occasions where Government House staff are obliged to
be present at a meal in support of the Governor-General. The provision of food and beverages by the third party should be incidental
to that main purpose. The working meal should preferably take place in a confidential setting unless it involves approved learning
and development.
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