School of Oriental & African Studies
Entertaining and Hospitality Policy
This document provides guidance on the School’s policy for the provision and acceptance of entertaining and hospitality.
For all cases identified below (other than 4. Reciprocal hospitality)the level of provision is to be clearly identified within Departmental budgets and any expenditure must be authorised in accordance with the School’s Financial Regulations.
1 Business Entertaining
1.1It is recognised that that there is a legitimate business need, on occasions, for representatives of the School to entertain or provide hospitality to official visitors to the School, or to meet such expenses when making official visits on School business elsewhere (if appropriate).
1.2It is good practice when entertaining official visitors, that the representation from the School is not disproportionate to those being entertained. Ideally there should be more external guests than School employees at one event, unless there is sound justification for doing otherwise,for example lunches for Honorary Graduates and External Examiners.
1.3In all cases, the expenses claim or in house catering request should list each visitor’s name, organisation and the names of School staff present together with the business reason for the entertainment.
1.4Business entertaining that takes place on campus must be provided by the School’s contracted catering providers.
2Staff Entertaining – Working Meals
2.1Working meals may only be provided to participants in meetings if the following criteria are met:
2.1.1The meal is a part of business entertaining under the conditions outlined in 1 above.
2.1.2The meal is taken while travelling on School business (further guidance is contained within the School’s Travel and Subsistence Policy).
2.1.3The meal is for an internal meeting in relation to School business and there is a valid justification to support it, for example the meeting has to be scheduled during lunch time or outside the usual working as attendees are unavailable to attend at any other time. It should be noted that such meetings should be infrequent. In such circumstances catering should beprovided by the School’s contracted catering providers.
3Staff Entertaining – Events and Parties
3.1School funds should not be used to fund staff parties except in the following cases:
3.1.1The event is centrally organised, approved by the Director & Principal and is open to all staff.
3.1.2Farewell parties for staff providing the cost is reasonable (the School contribution not exceeding £10 per person) and reflects the length of service as set out below: - - 2 to 5 years service: maximum contribution £75 in total
- 5 to 10 year’s service: maximum contribution £125 in total
- Over 10 year’s service: maximum contribution £150 in total
3.1.3The event is primarily for students, with the numbers of students exceeding the number of staff by a ratio of five to one.
3.2All events must take place on campus (with all catering to beprovided by the School’s contracted catering providers) and the School’s contribution must not exceed £10 per head.
4Reciprocal Hospitality
4.1Staff and School lay members may accept meals or equivalent hospitality only in the course of genuine School business. Offers of hospitality which may unduly influence, the actions of an individual in favour of the provider of the hospitality, or on a scale significantly greater than would be provided in return by the School should be declined.
5 Further information
5.1 Further information may be obtained by contacting;
Kemi Rockson, Financial Controller [
Barry Douglas, Assistant Director of Finance[
Director of Finance & Planning
January 2010