Gifts & Recognition Policy

As a registered charity, any activities undertaken by The Wheel, are for the benefit of the organisation and not any individual employees, board or subcommittee members, or other volunteers

• The Wheel as an organisation may occasionally receive a gift (beyond any corporate support or donation) – such gifts must be used for the benefit of the organisation.
• In the ongoing management of relationships with corporate sponsors or key suppliers, gifts may be received, including hospitality.
• The Wheel staff occasionally contribute to or speak at events on behalf of the organisation, for which we do not charge a fee. Occasionally small gifts are offered as a token of appreciation to the individual.
• Any board or subcommittee member cannot accept a gift from a third party as a result of their role on the board or sub-group of The Wheel.
• No gift to the organisation, staff, board & subcommittee members, or other volunteers should be sought, or accepted, in cash.
• The Wheel may occasionally purchase gifts for individuals in recognition of a significant contribution to the organisation

Where a gift to the organisation is received, it is brought to the attention of the Director of Finance or CEO and recorded in the Gifts Log – if in the form of a voucher or transferrable document, it is stored in the office safe. Gifts purchased will also be recorded in the Gifts Log subject to Clause 6 below. The Gifts Log will be reviewed by the Governance & Nominations subcommittee annually.

If a gift (not in money or money-equivalent) is given to the organisation e.g. Christmas Hamper from supplier or event tickets from event venue, this is raffled off between all current staff, such raffle to be conducted in presence of at least two staff members, one of whom should be at Director level.

It is expected that from time to time, hospitality will be received from funders or suppliers. Such offers of hospitality must be in the normal course of business e.g. routine meal/invitation to event/overnight accommodation as part of an event and should not be excessive e.g. foreign trip, exclusive event where there might be an expectation of reciprocal favours. If a staff, board/subcommittee member or volunteer is in any doubt about such hospitality they should consult with the Director of Finance & Operations, CEO or Chairperson of the Board.

Any staff member, board/subgroup member or volunteer who receives a gift, in any amount, should bring it to the attention of the Director of Finance & Operations. Each situation will be reviewed, but with the overall guideline that an individual should not personally benefit to the amount of more than €40. Depending on the amount and circumstances the Director of Finance & Operations will consult with the CEO and/or Chairperson of the Board of Directors. 

Where the issue of receipt of a gift pertain to the CEO or Director of Finance & Operations, such matters should be reported as follows:

• by the CEO to the chair
• by the Director of Finance & Operations to the CEO

On occasion, The Wheel may wish to purchase gifts in recognition of significant ser    vice, or exceptional contribution to the organisation by individuals such as long-serving board members or staff. Such gifts should be modest, proportionate, and appropriate to the occasion.  Any proposal to purchase a gift must be approved in advance by the CEO (or, in the case of a gift for the CEO, by the Chairperson of the Board).

The typical value should not normally exceed €200, unless specifically approved by the Board of Directors. Expenditure on gifts must fall within the organisational budget approved by the Board, funded by unrestricted funds only, and be recorded by the Director of Finance & Operations for transparency and audit purposes.

Where appropriate, The Wheel may make a charitable donation in lieu of a gift, subject to agreement with the recipient.