Human Resources Manual
| Policy No.: | 4-21 | This policy applies to: | |
| Policy Name: | Entertainment and Gifts |  |
Non-exempt staff |
| Effective Date: | 08/01/04 | |
Exempt staff |
| Revised: | October 22,2009 | |
Faculty |
Policy
Loyola University New Orleans recognizes that social activities play a role in building a community that is essential for a healthy organization. Loyola provides University-sponsored social activities and gifts for designated occasions and celebrations. Any other entertainment of employees or students or gifts for employees or students should be handled according to the guidelines in this policy.
Entertainment of University Employees
The University strongly discourages the entertainment of University employees or students using University funds. When in rare and unusual circumstances it is in the University’s best interest that University business be conducted during a meal time in which the cost of the meal of the employee is borne by the University, written documentation must be attached to the Reimbursement Request outlining the nature of the business discussed and why it was necessary to conduct business during the meal hour. The use of “upscale” restaurants for this purpose is not permitted.
This policy specifically prohibits University-paid entertainment of employees for such events as Administrative Professionals Day, birthdays, employment anniversaries, employee termination, etc.
Parties
Each divisional Vice President will have the authority to approve parties within the division, supported by University funds if available, which contribute to the mission of the unit. The University’s Accounting Department will review all expenditures and will have the responsibility to forward to the President for review any requests for reimbursement that appear unusual or excessive.
Gifts
Departments may elect to send flowers to a hospitalized employee or on the death of an employee or member of the employee’s immediate family. University policy prohibits the purchase of other gifts for University employees or students, including but not limited to, gift baskets, gift cards or any items purchased for recognition of service, birthdays, holidays, service anniversaries, Administrative Professionals Day, or termination of employment. In accordance with the IRS regulations, gift cards and/or gift certificates or coupons that are redeemable for general merchandise or have a cash equivalent value are considered taxable and will be included as income in the recipients Form W-2.
At the discretion of the supervisor, a farewell gift may be purchased for a departing employee for an amount not to exceed $50.00.
Retirement gifts purchased from University funds are reimbursable within the following limitations:
Length of Service |
Maximum Amount |
10 years |
$ 400 |
Over ten to 20 |
$ 600 |
Over 20 years of service |
$1,000 |
