1 MBIE guiding principles relevant to this policy
1.1
The Gifts, Hospitality and Entertainment Policy aligns with the following MBIE guiding principles:
a.
ensuring Te Ara Amiorangi, our core values, and diverse and inclusive culture are at the
heart of what we do
b.
ensuring we maintain the trust and confidence of the public
c.
ensuring the best use of taxpayer funds
d.
ensuring a healthy, safe and secure environment
e.
being a good employer
f.
complying with legislation, regulations and standards.
2 Purpose
2.1
The purpose of the Gifts, Hospitality and Entertainment Policy is to outline MBIE’s commitment
to:
a.
ensuring our people exercise good judgement when offered gifts, hospitality or
entertainment by third parties
b.
ensuring our people respond to offers of gifts, hospitality or entertainment consistently and
transparently
c.
empowering our people to avoid actions that may harm MBIE’s reputation or undermine
the public’s trust and confidence in our work
d.
maintaining MBIE’s culture of honesty, integrity and public trust.
3 Scope
3.1
This policy applies to all staff, secondees and contractors, employed or engaged on any basis by
MBIE (our people), whether they are casual, fixed term or permanent, whether full time or part
time and whether they are in New Zealand or in any other country.
3.2
This policy does not apply to providing:
a.
koha in relation to tikanga Māori (refer to MBIE’s Koha Policy) or
b.
gifts, rewards, farewells, retirements, recognition, end-of-year functions or sponsorship to
our people (refer to MBIE’s Sensitive Expenditure Policy and Procedure and MBIE’s
Sponsorship and Endorsement Policy).
4 Help
4.1
For any queries relating to the policy or to report suspected wrongdoing, email the Integrity team.
4.2
Alternatively, suspected wrongdoing can be reported by:
a.
contacting MBIE’s Integrity Line to report a concern anonymously (available 24/7):
•
0800 33 77 33 within NZ
•
+64 9 927 5905 from overseas
•
www.integrityline-nz.org/reporting-mbie
b.
submitting a Speaking Up event through our online event reporting tool, Camms
c.
speaking to your manager or your manager’s manager.
4.3
To report conduct or behaviour that amounts to ‘serious wrongdoing’ as defined by the Protected
Disclosures (Protections of Whistleblowers) Act 2022, refer to MBIE’s Protected Disclosures Policy
and Procedure.
Title:
Gifts, Hospitality and
Date of Issue:
November 2020
Dep Sec Sponsor:
Deputy Secretary, Strategy and
Entertainment Policy
Assurance
Version:
7.1
Last Review:
April 2024
Policy Owner:
Head of Integrity
Policy Classification:
Governance
Next Review:
April 2027
Security Classification:
UNCLASSIFIED
Page
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6 Policy statements
6.1
At MBIE, integrity is everyone’s responsibility. Our people are expected to show high standards of
integrity in the workplace, including responding appropriately to offers of gifts, hospitality or
entertainment by third parties:
a.
All new employees must complete compulsory integrity training as required by the
timelines set out in their induction pathway.
b.
All new people leaders/managers must complete compulsory integrity training as
prescribed by MBIE within three months of their start date.
6.2
It is important that offers of gifts, hospitality or entertainment do not affect our decision making,
or create a perception that our people are acting without impartiality or integrity. As a general
rule, staff should not accept gifts, hospitality or entertainment offered by third parties. All staff
must decline a gift, hospitality or entertainment that:
a.
could be perceived as a conflict of interest
b.
does not have a clear business purpose
c.
is of a monetary nature
d.
is from third parties that are bidding for, or could be expected to bid for, work for MBIE
through an upcoming, current or ongoing procurement process
e.
is from third parties that are applying for or could be expected to apply for a grant from
MBIE.
6.3
General y gifts that are infrequent, inexpensive and openly distributed by suppliers or clients
(eg pens, badges, calendars) are acceptable.
6.4
All accepted gifts, hospitality or entertainment from third parties with a value of $50 or more
must be declared in MBIE’s online event reporting tool, Camms. This includes recording the
agreed response (accepted, declined, disposed of or returned) and any other relevant details
eg disposal plans.
6.5
Where offers of gifts, hospitality or entertainment from third parties with a value of $50 or more
are declined, staff are also strongly encouraged to declare these in Camms.
6.6
Staff must not ask third parties for gifts, hospitality or entertainment.
6.7
Staff must alert their manager or another appropriate person if they suspect a breach of this
policy. Alternatively, staff may report a suspected breach directly to the Integrity team or, if they
wish to remain anonymous, via the Integrity Line. Reports of conduct or behaviour that amount to
‘serious wrongdoing’ as defined by the Protected Disclosures (Protection of Whistleblowers) Act
2022 can also be made to MBIE’s Chief Legal Officer or the Chief People Officer. Refer to MBIE’s
Protected Disclosures Policy and Procedure for more information on how to make a disclosure.
6.8
Any breach of this policy may be investigated as alleged fraud, corruption or dishonesty and/or a
breach of the Code of Conduct.
6.9
All substantiated allegations must be treated as serious misconduct or misconduct in accordance
with MBIE’s Addressing Conduct and Behaviour Policy and, where appropriate, referred to the
New Zealand Police, Serious Fraud Office or other enforcement agency.
Koha
6.10
There may be times when koha is given to MBIE staff. Al accepted koha (including koha with a
monetary value of less than $50) must be recorded in Camms.
6.11
Guidance provided by the Office of the Auditor General clearly states that cash gifts are
unacceptable in any circumstances. However, if deemed inappropriate to decline a cash koha, it
must be declared in Camms and staff should contact the Chief Financial Officer or Deputy Chief
Financial Officer for advice on next steps.
Title:
Gifts, Hospitality and
Date of Issue:
November 2020
Dep Sec Sponsor:
Deputy Secretary, Strategy and
Entertainment Policy
Assurance
Version:
7.1
Last Review:
April 2024
Policy Owner:
Head of Integrity
Policy Classification:
Governance
Next Review:
April 2027
Security Classification:
UNCLASSIFIED
Page
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b.
Declarations of Interest Policy
c.
Fraud, Corruption and Dishonesty Policy
d.
Koha Policy
e.
Procurement Policy
f.
Protected Disclosures Policy
g.
Sensitive Expenditure Policy
h.
Sponsorship and Endorsement Policy
10 Relevant legislation, regulations and standards
a.
Crimes Act 1961
b.
Employment Relations Act 2000
c.
Protected Disclosures (Protection of Whistleblowers) Act 2022
d.
Public Service Act 2020
e.
Office of the Auditor-General – Control ing sensitive expenditure: Guide for public
organisations
f.
Office of the Auditor-General – Managing conflicts of interest: A guide for the public sector
g.
Office of the Auditor-General – Putting integrity at the core of how public organisations
operate: An integrity framework for the public sector
h.
Te Kawa Mataaho – Public Service Commission (PSC): Standards of Integrity & Conduct
i.
Te Kawa Mataaho – PSC Model Standards: Chief Executive Gifts, Benefits and Expenses
j.
Te Kawa Mataaho – PSC Model Standards: Conflicts of Interest
k.
Te Kawa Mataaho – PSC Model Standards: Speaking Up
l.
Te Kawa Mataaho – PSC Model Standards: Workforce Assurance
11 Measures of success and compliance management
11.1
The Head of Integrity wil assess the effectiveness of this policy based on the fol owing measures
of success
:
a.
our people use MBIE’s online event reporting tool, Camms, to declare all accepted offers of
gifts, hospitality and entertainment with a value of $50 or more
b.
MBIE’s agreed response to an offer of a gift, hospitality or entertainment (accepted,
declined, disposed of or returned) can be audited by Audit NZ and managers’ decisions are
justified
c.
employees, including new people leaders/managers, are completing compulsory key
integrity training as prescribed by MBIE within agreed timeframes
d.
all people leaders/managers know how to access support when handling complaints or
breaches of this policy.
11.2
The Head of Integrity will monitor compliance with this policy as follows:
a.
report training record trends to ARA, including completion percentages for business groups
b.
as agreed, report training completion rates for key integrity modules to business groups
c.
monitor and report to General Managers and Deputy Secretaries on gifts, hospitality and
entertainment declared by business groups, including percentages remaining open.
11.3
Compliance information regarding the performance of this policy will be provided to the relevant
business group and Enterprise Risk, Compliance and Insurance on a quarterly basis.
Title:
Gifts, Hospitality and
Date of Issue:
November 2020
Dep Sec Sponsor:
Deputy Secretary, Strategy and
Entertainment Policy
Assurance
Version:
7.1
Last Review:
April 2024
Policy Owner:
Head of Integrity
Policy Classification:
Governance
Next Review:
April 2027
Security Classification:
UNCLASSIFIED
Page
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8
12 Non-compliance
12.1
Failure to comply with this policy may be considered a breach of the Code of Conduct.
12.2
Any action taken as a result of a breach of any of the obligations set out in this policy will be
conducted in good faith, a fair process will be followed and the person involved will have a full
opportunity to respond to the concerns or al egations. An employee responding to an al egation
of fraud, corruption or dishonesty wil be given an opportunity to obtain appropriate support,
advice or representation.
12.3
If substantiated, an allegation of fraud, corruption or dishonesty may amount to serious
misconduct and could lead to disciplinary up to and including immediate dismissal.
Title:
Gifts, Hospitality and
Date of Issue:
November 2020
Dep Sec Sponsor:
Deputy Secretary, Strategy and
Entertainment Policy
Assurance
Version:
7.1
Last Review:
April 2024
Policy Owner:
Head of Integrity
Policy Classification:
Governance
Next Review:
April 2027
Security Classification:
UNCLASSIFIED
Page
8 of
8
