Rules and Procedures on Employee Related Gifts, Donations and Awards

Effective Date: October 26, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

STATEMENT OF POLICY

The Corporation provides gifts to employees for long service (25 and 35 years), or awards to employees for outstanding service.

The Corporation provides flowers to the families of employees or donations, in lieu of flowers, to charitable organizations designated by them, to show respect in the death or serious illness of an employee.


DEFINITIONS

Award: Goods given to an employee of CBC/Radio-Canada for recognition of exceptional performance outside of normal remuneration packages (e.g., President’s Award).

Gift to an Employee: Gift card with a cash value or goods given to an employee of CBC/Radio-Canada, outside of normal remuneration packages. Also includes flowers given to an employee or his/her family upon death or serious illness of an employee.

Multiple-to-one Credit Card: A corporate, not individual, credit card used for business-related activities such as conferences, catering, large group hotel bookings and multiple vehicle rentals.

RULES AND PROCEDURES

Any exceptions to these Rules and Procedures must be pre-approved by the Component Vice-President using the Employee Expense Reimbursement Exception form

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Gifts to Employee

  1. Gifts to CBC/Radio-Canada employees from the Corporation are restricted to occasions of long service (25 and 35 years). These gifts are subject to income tax rules and regulations.
  2. To ensure consistency and fair treatment for all employees across the Corporation, all gifts of long service must be approved by and purchased through the local Human Resources Department, with the costs recovered from individual Departments/Components. Gifts purchased without authorization from HR are not reimbursed. The cost of any other gifts to employees (e.g., wedding showers, retirement, baby showers, etc.) is not assumed by the Corporation.

Gifts and/or Donations for Recognition of the Death or Serious Illness of an Employee

  1. Gifts using Departmental budgets are restricted to the purchase of flowers to show respect in the death or serious illness of an employee, to a maximum of $75.
  2. Donations using Departmental budgets are restricted to donations to charitable organizations designated by the family of the employee, in lieu of flowers, to show respect in the death or serious illness of an employee, to a maximum of $75.
  3. Any personal or additional Departmental donations to charities must be assumed by the employees within the Department, and not by the Department budgets.
  4. Employees submitting expense claims must ensure that all expense claims include:
    1. Date;
    2. Purpose;
    3. Name of the employee;
    4. Supporting documentation for the claim, including original vendor receipts;
    5. Proper coding; and
    6. Approved Employee Expense Reimbursement Exception form, where applicable.
  5. Managers approving claims must ensure that these Rules and Procedures have been followed.
  6. Where paid by invoice or multiple-to-one credit card, the approved form, where applicable, must be attached in the online approval portal or submitted with the multiple-to-one credit card statement.

Awards

Awards to employees are not considered ‘gifts’ as they are generally given in recognition of performance.

  1. Managers are permitted to give or nominate each of their employees for awards under corporate-wide programs for recognition of achievements (e.g., the President’s award).
  2. The cost of any other award to employees is not assumed by the Corporation.

All awards given to employees using corporate funds must be reported to local HR to enable the recording of the taxable benefit.

TOOLS

INQUIRIES

All questions pertaining to the interpretation or application of these Rules and Procedures should be referred to the Office of the Controller or politique.finance.policy@cbc.ca.

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