Based on University policy, employees are prohibited from accepting gifts from vendors as an incentive to buy their products.
At times, University purchases may result in cash or cash-like incentives. The cash and/or incentives are the property of the University and may not be used for personal gain. Examples of such incentives include, but are not limited to: rebates, gift cards, two-for-one purchases and spend rewards. The University recommends that cardholders not participate in these promotional offers. It is the responsibility of the cardholder's department to be assured that any monetary or cash incentive reward received as a result of a University of New Mexico purchase becomes the property of the University. Contact the purchasing department if further clarification is needed.
It is not good business policy to accept "free gifts" from vendors. This type of activity gives the appearance that you are buying from a business in order to benefit from the gift offers.
In order to ensure compliance with policy, you must enter a statement on your receipt or Transaction Log to certify how the gift was used for University purposes and/or where the gift is located. When a rebate check is received, a copy of the UNM deposit slip must be included with the Transaction Log or certification of the UNM account number that it will be deposited to.
Applicable sections of the policy are noted below.
4000 ALLOWABLE AND UNALLOWABLE EXPENDITURES - (4.2.)
Expenditures of any type for personal benefit, other than salary and benefits to which employees are entitled under the University's personnel and faculty policies, are prohibited. If such expenditures should occur, the employee shall immediately reimburse the University in full for all such expenditures. Incidental personal use of University property, such as fax machines, copy machines, or cellular phones, etc. is allowed, however, the employee must reimburse the University in a timely manner.
Discounts which are not offered equally to all University employees are prohibited. Allowable discounts greater than 20 percent are taxable income and subject to withholding.
3715 CODE OF CONDUCT - (1.3. Gratuities)
Employees of the University and independent contractors and consultants performing services for the University shall not accept any favor or gratuity from any person, firm, or corporation which is engaged in or attempting to do business with the University or any agency of state, or local governments which might affect the employee's judgment in the impartial performance of duties.
3720 CONFLICT OF INTEREST ACT - (2. Guidelines)
The statute itself should be examined for complete details and is available in the office of the University Counsel. The following summary is offered for guidance.
The state of New Mexico prohibits: Accepting gifts or loans from persons with whom the employee has had official duties within the last two (2) years.