Pacific Gifting Policy, Procedure and Guidelines

Purpose

In keeping with the University's commitment to strengthening its ties with Pacific communities both within New Zealand and in the Pacific region, this policy seeks to provide clarity around gifting practices and procedures for University representatives interacting with Pacific peoples in Pacific cultural contexts.

Organisational scope

This is a University-wide policy that applies to all staff/students representing the University in Pacific cultural contexts within New Zealand and the wider Pacific region. The Policy does not apply to gifts given by the University to University employees.

Definitions

For the purposes of this policy, the University of Otago defines gifting as the presentation of an unconditional, spontaneous gift that is given in acknowledgement of unsolicited services or as acknowledgement of cultural respect. Such gifts will:

• be in the form of cash, vouchers or in-kind gifts, as deemed appropriate;
• be given to external person(s) or non-profit community groups who provide support, or undertake a one-off activity and expect non-payment for such activity or support in return;
• not be given in lieu of salary or as a payment for service(s) provided;
• not be given by the University to University of Otago employees.

‘Gifting’ as used here reflects a variety of similar, though discrete, Pacific customs: mea alofa in Samoa; me’a ‘ofa in Tonga; apinga aroa in the Cook Islands; mea aloha in Tokelau; foaki mena fakaalofa in Niue; sevusevu in Fiji.

Content

1. Procedure for determining University representation at Pacific cultural gatherings where gifting may be appropriate (funerals, fono, etc.)

   1. Gifting is an integral part of many Pacific cultures and occupies a position similar to that of koha with Māori culture. Gifting occurs in a number of contexts, including interactions with/between Pacific individuals, churches, groups, organisations, and communities. Gifting is understood and practised as a reciprocal gesture (money, vouchers or payment in kind) whereby an unconditional gift is bestowed upon a recipient who has neither stipulated that it be given, nor has any expectation of receiving it. Reciprocity and unconditionality are implicit in Pacific gifting.
   2. Where staff or students are planning to attend a Pacific cultural gathering at which they consider University representation may be appropriate, they should notify their Manager/Supervisor/Head of Department before attending the event.
   3. In considering whether University representation is appropriate, the Manager/Supervisor/Head of Department shall consider the importance of the event to the University. In the case of a funeral, they may consider with respect to the deceased
      • significance and/or prominence within the community;
      • prominence and/or standing in the local or national tertiary sector; and/or
      • association with the University of Otago.
   4. If the University is to be formally represented, consideration shall be given to the level of staff and/or students who should attend. In some cases senior University representation (i.e. Vice-Chancellor, Deputy Vice-Chancellor, etc.) will be required.
   5. If there is difficult determining the standing, and significance to the University, of the gathering, or the appropriate level of representation, advice should be sought from Divisional Pacific Leaders and/or the Pacific Development Office.
   6. If it is deemed that attendance by staff and/or students will be in a personal capacity, then any gift will be the responsibility of the staff/students concerned.

2. Other circumstances where gifting may be appropriate

   1. Gifts, as defined in clauses 4 and 5, may be given to external Pacific non-profit community groups and individuals (non-University employees) in certain circumstances. This may include acknowledging a Pacific individual, family or non-profit community group who:
      1. support/lead a University welcome or farewell, or the opening or closing of a conference or fono;
      2. directly support University research projects (through the provision of culture-specific knowledge and/or ethnicity-specific data);
      3. directly support University teaching and learning (through the provision of culture-specific knowledge, including hosting students on cultural immersion programmes);
      4. give support at a University-organised event such as the opening and/or blessing of a new building;
      5. participate where prominent Pacific guests are welcomed by local Pacific communities at the request of the University of Otago.
      6. Receive and host the University as part of a University project such as a repatriation.

3. Authorisation procedure for gifting

   1. Notification should be made by the staff member to their Manager/Supervisor prior to gifting, of the intention to provide a gift. The staff member will fill out a Sensitive Expenditure Gift Approval Form providing:
      1. brief explanation of the reason for the gift; and
      2. the date of the event;
      3. details of who the gift will be made to;
      4. details of the nature/amount of the proposed gift (i.e. whether cash, voucher or in-kind gift).
   2. The Manager/Supervisor will then make a recommendation, for the presentation of a gift, to their Divisional Head who may approve the gift if it is consistent with this policy.
   3. In the cause of large projects which require gifting to multiple community groups, advice should be sought from the Pacific Development Office as to who should be gifted and the amount.

4. Administration procedures for gifts

   1. Cash gifts
   1. Following approval of the gift, as described above, the staff member should email Revenue Management, Finance Services, a copy of documentation as detailed in 3(a), along with the authorisation of their Divisional Head.
   2. Revenue Management, Finance Services will arrange for the cash to be collected.
   3. In accordance with the Purchase Card Policy and Purchase Card Procedure, under certain circumstances the Purchase Card cash advance facility can be used for Pacific Gifting and Koha. This option can only be used after the gifting has been authorised through the process referred to in Clause 3. Ratification of this transaction will be the responsibility of the Pacific Development Office requiring evidence of the appropriate documentation.
   2. Non-cash gifts (vouchers, in-kind gifts, etc.)
   1. Following approval of the gift, as described above, the staff member should email Revenue Management, Finance Services a copy of documentation as detailed in 3(a), along with the authorisation of their Divisional Head.
   2. Revenue Management, Finance Services will arrange for a purchase order to be completed for the purchase of the gift.
   3. If Purchase Cards are used to purchase gifts or vouchers, receipting of the purchase will be accordance with the Purchase Card Procedure.
   4. All payments determined as gifting under this policy will not be liable for FBT or PAYE .

5. Recommended amounts for gifts

   1. While limitations are essential, a degree of flexibility is retained so gifting can occur in a way that appropriately recognises the status of the relationship being acknowledged through the gift.
   2. Pacific cultural gatherings, non-profit community groups, families and individuals
      1. Gifts made by University of Otago representatives at Pacific cultural gatherings would normally range from NZ$50 to NZ$300 in value, and would typically comprise food, vouchers (food or petrol), or an appropriate gift (books, for example).
   3. Funerals
   1. Gifts for funerals would normally range from NZ$50 to NZ$300 in value. The gift would comprise a cash component (which is culturally appropriate across the Pacific region), and might also include a gift of food, or food vouchers, or flowers.
   4. Exceptions
   1. For events at which the University is represented by a senior management delegation (State funerals for example), an appropriate gift would be provided under the advisement of the Director, Pacific Development Office.
   2. For periods of extended engagement with non-profit Pacific community groups and individuals in Aotearoa New Zealand and the Pacific Islands (for research, in particular), gifting amounts would be itemised and approved as part of the research budget proposal.
   3. For events at which members of the University are hosted by multiple community groups and requires multiple gifts, an appropriate gifting plan would be provided under advisement from the Director, Pacific Development Office.

6. Further Advice on University Representation and Gifting

   1. If there are any issues in determining the level of representation or an appropriate gift for a situation, further advice should be sought from Divisional Pacific Leaders and/or the Director, Pacific Development Office.

Related policies, procedures and forms

• Ethical Behaviour Policy
• Guidelines on Donations
• Koha Payments Policy
• Pacific Research Protocols
• Responsible Practice in Research - Code of Conduct
• Purchase Card Policy
• Purchase Card Procedure
• Sensitive Expenditure Policy
• Sensitive Expenditure Procedure
• Sensitive Expenditure Gift Approval Form (PDF)

Contact for further information

For further information about this policy, contact:

The Pacific Development Office
Email pacific.development@otago.ac.nz