GIFT AND ENTERTAINMENT AUTHORIZATION FORM
Systems and Procedures
A Division of The Corporate Controller's Office
IN

GIFT AND ENTERTAINMENT AUTHORIZATION FORM

Table of Contents:


Purpose:

In accordance with Policy AD86 - Acceptance of Gifts and Entertainment , the Gift and Entertainment Authorization form must be completed prior to accepting all gifts, hospitality, favor, entertainment, payments, paid invitations, travel, room or housing, meals, transportation, etc., in excess of $100.

General Information:

The Gift and Entertainment Authorization form must be completed when there may be a legitimate University business reason to accept, or it may be offensive or gravely detrimental to refuse, a gift and/or entertainment prohibited by AD86 - Acceptance of Gifts and Entertainment . The Gift and Entertainment Authorization Form must be submitted to one's supervisor and the Office of Ethics and Compliance for approval for approval prior to acceptance of the gift and/or entertainment. If a gift/entertainment is offered without prior notice, and it is accepted so as not to be culturally offensive, this form must be completed and submitted as soon as possible so that appropriate donation of said gift may be determined.

A Penn State employee may be subject to a more restrictive policy in accordance with one's unit or department responsibilities.

Exhibit and Instructions:

To view document exhibits, click on link below:

Gift and Entertainment Authorization Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Gift & Entertainment Authorization Form
Ultimate Distribution: Retention Periods:
Original Office of Ethics and Compliance 3 years - Refer to General Retention Schedule

Where to Send Completed Forms:

The completed form containing the signatures of the recipient and their supervisor is sent electronically to psoec@psu.edu or in hard-copy to the University Ethics Officer in the Office of Ethics and Compliance, Rider Building, 227 West Beaver Avenue, Suite 212, State College, PA 16801

Upon final review, the University Ethics Officer will return an electronic copy or photocopy of the completed form to the originating department.

Contact Information:

For questions, additional detail, or to request changes to this form, contact the Office of Ethics and Compliance.

Cross References:

(08-30-16)