Gifts and hospitality register for SharePoint

Declare, approve and record every gift and hospitality offer, in SharePoint. Staff declare what they are offered or give, accepted or declined. Approvals follow your limits, risky offers go to Compliance, and every declaration lands in one register you can filter and export.

£1,495 + VAT, one Microsoft 365 tenant, with every other form you build. No Power Apps Premium.

Why a register matters

Gifts and hospitality are a normal part of business, and UK law accepts that. What it expects is control: limits people understand, approval when an offer is unusual, and a record that shows decisions were made properly. If something goes wrong, that record is how an organisation shows it had adequate procedures in place.

• Bribery Act 2010, section 7

  Commercial organisations commit an offence if someone acting for them bribes to win or keep business, unless the organisation had adequate procedures to prevent it.

• Ministry of Justice: Bribery Act 2010 guidance

  The statutory guidance on adequate procedures. Genuine hospitality that is reasonable and proportionate is allowed; lavish or badly timed hospitality can be a bribe. Clear limits, approvals and records are what “adequate” looks like in practice.

• Failure to prevent fraud (Economic Crime and Corporate Transparency Act 2023)

  In force since 1 September 2025 for large organisations, including incorporated charities and public bodies. The defence is having reasonable prevention procedures, built on the same principles: risk assessment, controls, communication and monitoring.

• Procurement Act 2023: conflicts of interest

  Contracting authorities must identify, mitigate and record conflicts of interest throughout a procurement (sections 81 to 83). Hospitality from a bidder during a live tender is the classic perceived conflict, which is why the form asks about it.

• The Seven Principles of Public Life

  Integrity: holders of public office must not place themselves under obligations to people who might try to influence them, and must declare interests. The basis of most public-sector gifts and hospitality policies.

• SSRO gifts and hospitality policy

  A published policy from a non-departmental public body, and the model for the public-sector template: £50 per gift, £200 a year from one source, no meals or event tickets, and the Chief Executive decides.

• NHS England: managing conflicts of interest

  NHS staff declare gifts over £50; hospitality between £25 and £75 is declared, and over £75 is refused without senior approval. The default limits in the standard template follow this pattern.

A summary for orientation, not legal advice. Check your limits with your compliance or legal team.

For public bodies

A stricter template follows the SSRO’s published policy: gifts over £50 and more than £200 from one source in a year are not normally accepted; meals paid for by others and tickets to sporting or leisure events are refused; donations and speaking fees are declined; and the Chief Executive authorises anything accepted or given, including what happens to an accepted gift. Both registers export as CSV for publication and Freedom of Information requests.

Make it match your policy

The limits above are defaults. Site owners change the thresholds, questions, approvers and wording in the designer without code, try the route before publishing, and download the register as CSV for audit committees.