Policy Title: Gift and Travel Acceptance Policy for University Employees
Policy Number: 1.24
Effective Date: 10/16/2026
Responsible Executive: General Counsel
Responsible Office: Office of General Counsel
1. Policy Statement
Michigan Tech employees must maintain the highest standards of professional integrity, objectivity, and ethical conduct. Employees may not accept personal gifts, favors, entertainment, or hospitality from vendors, contractors, or any external entity doing business or seeking to do business with the University, with the exception of unsolicited promotional items, meals, or similar items valued at $25.00 or less.
2. Reason for Policy
The University establishes this policy to prevent conflicts of interest, safeguard institutional decision-making, and ensure compliance with legal and regulatory standards. Accepting significant personal items or favors from external entities introduces compliance and reputational risks, as it can compromise or create a perception of compromise of objectivity in procurement, hiring, and other official business capacities.
3. Scope
This policy applies to the following target groups:
- All full-time and part-time faculty.
- All full-time and part-time staff, including temporary employees.
- Student employees performing official duties on behalf of Michigan Tech.
This policy does not apply to:
- Personal gifts exchanged between employees outside the scope of University business operations.
- Unsolicited gifts, meals, or promotional items with a fair market value of $25.00 or less per occurrence and $100.00 or less annually from any entity.
- Philanthropic endeavors.
- Sponsored travel or events that provide a direct benefit to the University, as approved by the applicable Vice President. In the event of sponsored travel or events attended by Vice Presidents, approval must be obtained from the President. In no cases may current or potential vendors sponsor travel for a University employee in connection with a current or potential contract.
- Conference registration fee if the University employee is a registered presenter at the conference.
- Meals, refreshments, and nominal promotional items provided to all attendees as part of a registered professional conference, seminar, or vendor demonstration, provided these items are included in the event registration or offered equally to all similarly situated participants.
4. Standards & Procedures
A. Processing Unsolicited Material Gifts
- If an employee receives an unsolicited gift that exceeds $25.00 and cannot practically be returned to the sender such as food or items for which the return shipping would exceed the value of the gift, the employee must place the item in the communal area of their department for consumption or use.
- If communal consumption or use is not practical given the nature of the gift, the gift should be sent to the Property Office, which will follow Michigan Tech policy for use, sale, donation, or disposal of the gift.
- Questions about what to do with any particular gift may be directed to the Office of General Counsel for guidance.
B. Meal Purchases
If a vendor, contractor, or any external entity doing business or seeking to do business with the University offers to pay for a meal that exceeds the $25.00 de minimus exception, the University employee should decline and pay for their own meal.
5. Definitions
- Conflict of Interest: A situation where an employee’s personal interests, financial relationships, or external activities could compromise or create the appearance of compromise of their professional judgment, actions, or obligations to Michigan Tech.
- Gift: Any item, service, favor, entertainment, or hospitality of value provided to an employee without a reciprocal exchange of equal financial consideration.
History
Adopted: 10/16/2026