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Corporate Gift Policy
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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Primary Owner:
Office of the CFO/City Treasurer
Policy No.:
FI.A2.15
Secondary Owner: Financial Acctg and Corp Controls Approval Date:
December 7, 2020
Approved By:
CR600/2020
Subject:
CORPORATE GIFT
Effective Date:
Immediate
Procedure Ref.:
n/a
Review Date:
December 2025
Pages 3
Replaces: CR196/2015
Prepared By:
Ari Varsa, Jocelyn De Luna
Date: Oct 29, 2015
1. POLICY
1.1. There may be instances where it is appropriate for a gift to be given on behalf of the City of
Windsor, and/or the City's Agencies, Boards, Commissions or Committees (ABCs), both to
individuals or groups. Any such gifts should be appropriate to the occasion and be of modest or
nominal value.
2. PURPOSE
2.1. To provide guidelines for corporate gift giving by defining when a gift is appropriate and/or
desirable.
2.2. To provide guidelines to determine the suitability of the gift.
2.3. To establish limitations on the value of a gift.
3. SCOPE
3.1. This policy applies to all City departments, Agencies, Boards, Commissions & Committees
(ABCs) funded by the City of Windsor, in whole or part, or whose governing body contains City
of Windsor representation AND whose financial transactions are accounted for within the City's
financial systems.
3.2. Exclusion from this policy:
3.2.1. Gift Fund - Employee voluntary contributions
4. RESPONSIBILITY
4.1. City Council is responsible to:
4.1.1. Review and approve all proposed gifts with an individual value over $500, exclusive of
taxes.
4.2. The Chief Administrative Officer (CAO), whose authority in this may be delegated, is
responsible to:
4.2.1. Review and approve all proposed gifts with an individual value over $100 up to and
including $500, exclusive of taxes.
4.3. The ABC Board of Directors are responsible to:
4.3.1. Review and approve all proposed gifts from ABCs with an individual value up to $100,
exclusive of taxes.
Corporate Gift Policy
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4.3.2. Forward all proposed gift requests that are deemed appropriate, with an individual value
over $100 up to and including $500, exclusive of taxes, to CAO for approval.
4.3.3. Facilitate reports to City Council for all proposed gift requests that are deemed
appropriate, with an individual value over $500, exclusive of taxes.
4.4. The Chief Financial Officer (CFO)/City Treasurer, or designate, is responsible to:
4.4.1. Review and approve all proposed gifts from City departments with an individual value
up to $100, exclusive of taxes.
4.4.2. Direct the review of this Policy, at a minimum every five (5) years, or sooner if required,
and recommend updates as necessary.
4.5. The Departmental Managers are responsible to:
4.5.1. Forward all proposed gift requests, with an individual value up to $100, exclusive of
taxes, to the CFO/City Treasurer or designate for approval.
4.5.2. Forward all proposed gift requests that are deemed appropriate, with an individual
value over $100 up to and including $500, exclusive of taxes, to CAO for approval.
4.5.3. Facilitate reports to City Council for all proposed gift requests that are deemed
appropriate, with an individual value over $500, exclusive of taxes.
5. GENERAL GUIDELINES
5.1. Prior to gift giving, all proposed gift requests must be submitted to Managers and subject for
approval as outlined in section 4.5. (Section 4.3 for ABCs).
5.2. Individual gifts should not exceed $100, exclusive of taxes. However, in those extraordinary
circumstances where a higher value gift is deemed appropriate, approval must be obtained from
the following:
-
City Council - amounts over $500, exclusive of taxes.
-
Chief Administrative Officer (CAO) - amounts over $100 up to and including $500, exclusive
of taxes.
-
Chief Financial Officer (CFO)/City Treasurer or designate - amounts up to $100, exclusive
of taxes.
-
ABC Board of Directors - amounts up to $100, exclusive of taxes.
5.3. The Corporate Purchasing Card must not be used to purchase gifts.
5.4. For reimbursement, a Business Expense Form must be completed. Supporting documentation
must include receipts, name of recipient, brief description, purpose for giving the gift and
approval as identified in section 5.2.
5.5. GIFTS TO INDIVIDUAL OR GROUP (EXTERNAL)
5.5.1. Occasions and/or circumstances may occur whereby giving a gift may be appropriate.
The following list is not intended to be exhaustive, but rather a summary of common
occasions for gift presentation:
5.5.1.1. Appreciation for volunteer efforts.
5.5.1.2. Citizen recognition for significant achievement and/or contribution to the
community.
5.5.1.3. Citizen recognition (volunteer milestone anniversary, etc.).
Corporate Gift Policy
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5.5.2. Gifts should be suitable to the occasion. Where appropriate, gifts should identify the
City of Windsor or ABC (e.g. City or ABC logo imprint/engraving). If a City logo is used
it must adhere to the 'City of Windsor Corporate Visual Identity Standard'.
5.6. GIFTS FOR THIRD PARTIES
5.6.1. Protocol exchanges for third parties (e.g. twin city delegates, etc.) are subject to
provisions as outlined in the City's Travel and Business Expense Policy.
5.7. GIFTS FOR EMPLOYEES
5.7.1. Employees may receive gifts from the City of Windsor for:
5.7.1.1. Employee Recognition
The City recognize, acknowledge, and show appreciation for the collective
efforts of all staff members that contribute to the workplace and overall mission
of the municipality. Employees will be invited to join the 'Annual Employee
Recognition Banquet' to celebrate their achievements and contributions to the
workplace. Gifts or awards under this category is subject to the provisions of
the Employee Recognition Policy.
5.7.1.2. Employee Appreciation
Employee Appreciation is held annually during the month of November. This
category is subject to the provisions of the Staff Appreciation and Recognition
(STAR) Committee. Gifts given to staff are generally non-cash gifts of nominal
value.
5.7.1.3. Service Year Milestones
Employee will receive years of service pin in this category. Departments are
encouraged to honor their employees through group presentations.
5.7.1.4. Significant achievement or recognition for voluntary service (unrelated
to work or job performance)
Where appropriate, gifts should identify the City of Windsor or ABC (e.g. City or
ABC logo imprint/engraving).
5.7.1.5. Retirement Farewells
The City recognizes employees for their dedicated service and contributions during
the course of their employments. Full time and regular part-time employees who
have achieved 10 years or more of continuous service are entitled to receive gifts
on behalf of the City of Windsor. Approval is required prior to gift purchase (see
section 5.1 and 5.2).
5.7.2. Cash (currency or cheques) and near-cash gifts (e.g. gift cards or gift certificates) are
considered a taxable employment benefit regardless of the amount and not
recommended.
5.8. NON-COMPLIANCE
Gifts under this policy are funded by the City of Windsor. Any employee using City funds over
and above allowed in this policy or without approval must repay the funds and may be subject
to disciplinary action.
6. REFERENCES AND RELATED DOCUMENTS
6.1. Travel & Business Expense Policy CS.A3.06
6.2. Employee Recognition Policy
6.3. Transit Windsor / City of Windsor Policies M104-2015