Frequently asked questions (FAQs)
What is the background to the regulations on dealing with benefits granted, such as the acceptance of gifts, participation in events, etc.?
For the public sector, it is important to avoid any appearance of "venality" or influence in the decision-making process.
Neutrality, impartiality and independence must be maintained at all times. Gifts can influence this necessary independence.
Public sector employees are subject to stricter regulations than is the case in the private sector (including criminal prosecution).
In their own interest, every employee should familiarise themselves with the relevant regulations and always ask themselves what the motivation of the "giver" is.
Furthermore, the risk of damage to the company's image has increased significantly in recent years. The public is becoming increasingly sensitive to breaches of the rules. Behaviour that used to be common or tolerated is now sometimes perceived as unacceptable. In addition, social media contribute to violations becoming known quickly and widely.
Observing the regulations and critically scrutinising one's own actions primarily serves to protect oneself.
Inaddition, wage tax issues must always be taken into account. Details on this are regulated by the service instruction "Reporting of non-cash benefits at FH Aachen" (FH-Mitteilung Nr. 75/2024). In order to properly fulfil tax obligations, compliance with the regulations listed there must be ensured - in addition to the provisions for the prevention of corruption. The notification of a non-cash benefit is the basis for proper processing, documentation and taxation.
Gifts (acceptance)
General discounts: How are discounts from external third parties that are granted to all employees to be assessed? e.g. insurance companies, sports centres
Discounts that are granted for the entire public sector, for all employees or for a larger, precisely definable group of employees are unproblematic, provided that these discounts are granted independently of the business relationship between the discount provider and FH Aachen.
However, favouring certain/individual persons is always problematic.
Example: USB stick as a gift. Is it permissible for the organiser to accept this, e.g. as part of a training course?
Accepting a USB stick, even if it is only a promotional gift (< €10 net) from a cooperation partner, is nevertheless problematic:
USB sticks can transmit malware such as viruses or Trojans and therefore represent a major security risk.
Therefore, USB sticks should never be used by strangers.
If you have any questions about this or would like to check this (before possible use), please contact the FH information security officer or the DVZ support team.
Gifts presented to guests in the context of official appointments, e.g. in exchange with a partner university. Permissible?
Rejecting such gifts may violate social conventions and damage the reputation of the university.
As an official representative of the university, you may therefore accept such gifts.
The Compliance Office must be informed immediately.
It must be decided on a case-by-case basis how to proceed with the gifts received.
Participation in social events without a professional component
Invitations to events with your partner. Permissible?
An invitation that also includes the partner suggests that the event is of a predominantly private nature. Therefore, the acceptance of such an invitation is generally not permitted.
The participation of a partner is only permitted in exceptional cases with prior consent (supervisor) if there is a social occasion where it is clearly customary to invite the partner. For example, it is customary to invite partners to dance events.
The assessment depends in particular on the representational function of the invitee.