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Ethics Corner: Gifts, Entertainment and Other Benefits

As we head into the holidays, it’s important to remember our policies about accepting or offering gifts. As leaders, we need to keep in mind that our rules about gifts and entertainment apply all year round, even during the holidays. Our Gifts, Entertainment and Other Benefits policy (“Gift Policy”) identifies the circumstances when a gift or offer of entertainment is acceptable and when it’s not.

Gift card exceptions are limited to special Company events, such as the ROAD-EO, or a long-standing Field tradition of providing holiday gifts. Any exception to the Policy requires advanced written approval by the CEO, COO, or any EVP.

Keep these additional policies in mind this holiday season:    

  • If a field location has a long-standing tradition of providing holiday gifts (such as turkeys) to groups of employees, it’s acceptable to give a gift certificate, voucher, or gift card in the name of the grocery store redeemable for the value of the turkey or food item:
      • These grocery store gift cards must be valued at $100 or less and do not need to be reported as income to the employee in Workday.
      • Only a PCard can be used for the purchase of these gift cards – do not expense using a T&E card.
  • If cash awards are given by the Company to employees, the cash value must be entered and approved in Workday to be included in the employee’s year-end Form W-2.
  • Only drivers and helpers may accept nominal gratuities ($100 or less) from customers in the form of cash or cash equivalents during the holidays.
  • Scale house attendees and other employees may not accept tips or gratuities at any time.
  • Employees may accept non-cash gifts up to $100 in value from a vendor or customer, unless the non-cash gift is an attempt (real or perceived) to inappropriately influence business decisions.
  • Employees may never give gift cards or cash to customers.

Make the Right Choice this Holiday Season