Executive Office Gift Disclosure Log

executive office gift disclosure log

Maintain an executive office gift disclosure log that captures facts, protects sensitive details, and routes each decision to the authorized policy owner.

Log the facts before making assumptions

Record who offered the item, the recipient, date, business context, stated value if supplied, and where the item is being held. Describe the gift without guessing at intent or market price. Meals, travel, event access, discounts, and benefits can require the same attention as physical objects.

The assistant's first job is to preserve accurate facts, not decide whether courtesy makes an offer acceptable.

Use the organization's actual policy

Find the current policy owner, thresholds, prohibited sources, disclosure form, and review path. Rules can differ by employer, role, jurisdiction, and relationship, so an internet summary cannot replace internal guidance. If the source is a vendor, investor, public official, or active counterparty, flag that relationship for the reviewer.

Keep the executive from taking possession while a required decision remains open.

Protect the person who raised the question

A colleague may disclose a gift because the situation felt uncomfortable or unclear. Limit access to people who need the information and avoid commentary in broad calendars or task boards. Record the review request neutrally.

If the issue could involve retaliation, misconduct, or an investigation, route it to the designated function instead of attempting informal fact finding from the executive office.

Track the disposition to completion

The authorized reviewer may approve retention, require return, direct payment of value, request donation, or apply another policy outcome. Record the decision, decision owner, date, conditions, and proof that the action occurred. If an item is returned, keep shipment or handoff evidence.

Do not mark a record closed simply because it left the assistant's desk.

Separate hospitality planning from acceptance

Invitations often combine business purpose, travel, meals, guests, and entertainment. Ask the host for enough detail to route the invitation before committing the executive's calendar. Hold the time provisionally when appropriate, but do not describe a pending compliance review to outsiders unless the policy owner approves that wording.

Calendar convenience should never determine the disclosure outcome.

Look for patterns without creating accusations

Review the log for repeated offers from one source, recurring late disclosure, and categories that staff misunderstand. Give aggregate process findings to the policy owner. Avoid labeling a person or company based on an incomplete record.

Training can clarify what to disclose, where to hold an item, and who decides. The objective is consistent handling, not a private reputation file.

Common questions

Should low-value gifts be logged?

Follow the organization's threshold and source rules, and ask the policy owner when the facts are uncertain.

May the assistant return a gift immediately?

Use the approved disposition process so the return does not destroy required evidence or create a new issue.

Who can see the log?

Limit it according to the policy, privacy needs, and the responsibilities of authorized reviewers.

Source and service boundaries

Organizations can review our executive assistant service, use the expense exception guide, or contact our team about governed executive support. Source: U.S. Office of Government Ethics gift training.