Why we record gifts, koha and hospitality

Otago Polytechnic is committed to maintaining the highest standards of integrity, transparency, and accountability.

Recording gifts, koha or hospitality helps to:

• Manage potential conflicts of interest
• Ensure decisions remain fair and impartial
• Protect both kaimahi and the organisation from perceived bias or influence
• Meet requirements under our Sensitive Expenditure Policy

Even small or well-intentioned gifts can create a perception of influence, so transparency is important.

What needs to be recorded?

Kaimahi must record any gift, koha or hospitality (irrespective of dollar value) that is:

• Offered by an external organisation, ākonga, or stakeholder
• Received as part of your role at Otago Polytechnic
• Hospitality such as meals, events, travel, or accommodation

If unsure, it is always best to declare it!

What is not usually required?

You generally do not need to record:

• Modest refreshments (e.g. tea/coffee at meetings)
• Promotional items of low value (e.g. pens, notepads)
• Internal staff gifts (unless linked to a supplier relationship)

Key principle

If the gift could be seen to influence - or appear to influence - your decision-making, it must be declared.

What do I need to do?

1. Complete the gifts, koha and hospitality register
2. Provide key details:
   • Type of gift, koha or hospitality received (physical item or cash)
   • Physical
     • Describe the gift, koha or hospitality (e.g. flowers, book, meal, bottle of wine, voucher, etc.)
     • Estimated value in NZ dollars
   • Cash 
     • Value of cash gift of koha in NZ dollars
   • Date received
   • Recipient details (who received or is the intended person to receive it)
   • Donor details (who provided the gift, koha or hospitality)
   • Additional information (any relevant details or context i.e. reason it was given)
   • Have you notified your formal leader
   • Name of formal leader
3. Submit as soon as practicable after receiving the gift, koha or hospitality

What happens to the information?

• Entries are recorded in a central register, in accordance with the Public Records Act 2005
• The register may be reviewed by leadership or auditors

Accepting or declining gifts

As a general guide:

• Accept only if it is reasonable, appropriate, and low risk
• Decline if it could be seen as influencing a decision
• When appropriate, gifts may be:
  • Shared within the team
  • Returned
  • Donated

If unsure, speak with your formal leader.