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Every year before the start of each holiday season, the Department Ethics Office
receives many questions from employees and their business clients on the rules
that govern holiday and social events. In anticipation of this year's wave of
inquiries, we have publish this guide to answer the frequently asked questions on
the topics below:
Holiday Decorations
The Comptroller General has ruled that agencies may expend appropriated funds
for reasonable seasonal decorations. Expenditures for seasonal decorations
within the Department will be limited to those for use in the main entrances to the
Departmental buildings, or the Departmental work areas where the buildings are
shared. Expenditures are not authorized for decorating private areas or areas
where the benefit is primarily for the employees in that area. Decorations should not be religious in nature, and should not endorse any
particular religious belief.
While appropriated funds may not be used to purchase decorations of a religious
nature for private office space nor for common areas, employees may decorate
their office areas, if they purchase these decorations with their own funds.
Such decorations may reflect the individual's cultural or religious beliefs (for
example, a Christmas tree, a depiction of St. Nicholas, a menorah, or a Mkeka
and Kinara).
On August 19, 1997, the White House issued guidelines on
religious exercise and religious expression in the federal workplace. These
guidelines permit personal religious expression by Federal employees to the
greatest extent possible, consistent with requirements of law and safety in the
workplace. When decorating Federal offices and public spaces, we must consider
and respect the cultures and faiths of all Department employees.
Alcohol
The use of alcoholic beverages in U.S. Government buildings is generally
prohibited. However, GSA has delegated to the head of each agency the
authority to waive this prohibition to serve its needs. The authority to permit the
use alcohol in the Main Interior or the South Interior buildings rests with the
National Business Center (NBC). Offices with a desire to serve alcoholic
beverages in the Main or South Interior Buildings must call NBC (208-7182) for
approval.
Acceptance of Gifts
1. Gifts from non-Federal sources.
As a general rule, Department employees may not,
directly or indirectly, solicit or accept a gift from a prohibited source (e.g.
person or organization that has business dealings with the Department); or given
because of the employee's official position.
There are exceptions to this rule. For example,
employees may accept gifts (from a prohibited source) having a market value of
$20 or less per occasion, provided that the aggregate market value of individual
gifts received from any one person does not exceed $50 in a calendar year.
Employees may accept gifts given under
circumstances which make it clear that the gift is motivated by a family
relationship or personal friendship rather than the position of the employee.
Such gifts may not be paid for by a prohibited source.
There are other exceptions to this gift rule
which are not stated here because of limited space. Employees who want an
explanation of the exceptions should refer to the topic on the acceptance of
gifts.
2. Gifts between employees.
Generally, the rules prohibit an employee from
giving, donating to, or soliciting contributions for, a gift to an official
superior and from accepting a gift from an employee receiving less pay than
himself or herself.
There are exceptions to this rule, especially
when the two employees are not in an official subordinate-superior relationship;
and when there is a personal relationship between the two employees that would
justify the gift.
An exception also allows, on an occasional basis,
gifts, other than cash, with a market value of $10 or less per occasion for an
official superior or accepted from a subordinate or other employee receiving
less pay.
Soliciting Contributions
Employees may solicit voluntary contributions of nominal amounts from fellow
employees on an occasional basis for items such as food and refreshments to be
shared among employees. It is important to note that a contribution is not
voluntary unless it is made in an amount determined by the contributing
employee. Regulations require a statement that an employee may choose to
contribute less, or not at all, to accompany any recommendation of an amount to
be contributed.
Holiday Cards
Unless authorized by statute or regulation, the purchase, printing and delivery of
holiday cards may not be done at the Government's expense. The distribution of
holiday cards has long been considered to be a personal rather than an official
function. Accordingly, holiday cards may not be sent in Government envelopes.
Business Related Parties and Related Events
Employees may accept invitations to parties or related events that are sponsored
by persons or organizations that have or plan to have business dealings with the
Department if: (1) they have the approval of their supervisor; and (2) the gift of
food, beverage, and entertainment does not exceed $20 in value for each event.
Employees may also accept invitations to widely attended holiday events, with
prior supervisory approval, and when it has been determined that the employee's
attendance
at the event will be in the interest of the Department because it will
further enhance the Department's programs and operations. Supervisory
approval is documented on
Form DI-1958.
Supervisors asked to approve an employee's Form DI-1958 are advised that the
employee's acceptance of free attendance to a widely attended event should not
be granted if the donor is a person or organization other than the sponsor of the
event and the value of the gift of free attendance exceeds $260 and fewer than
100 people are expected to attend the event.
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