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A Record of Hospitality Gifts is a formal log that Swiss organizations maintain to track business-related gifts, meals, and entertainment they give or receive. It helps companies demonstrate transparency and comply with Swiss anti-corruption laws by documenting the nature, value, and circumstances of each hospitality exchange.

Companies use these records to protect themselves from compliance issues and show they're following proper business conduct. The log typically includes key details like dates, names of people involved, gift descriptions, and business purposes. Swiss regulators can request these records during audits or investigations to verify that hospitality practices align with legal requirements and internal policies.

Start using a Record of Hospitality Gifts immediately when your Swiss organization begins exchanging business-related gifts, meals, or entertainment valued above CHF 100. This includes situations where your team hosts clients for dinner, receives holiday presents from suppliers, or provides entertainment at corporate events.

Document each exchange as it happens���waiting creates compliance risks and makes accurate record-keeping harder. This becomes especially important during business expansion, when dealing with public officials, or if your company operates in highly regulated sectors like banking or pharmaceuticals. Swiss authorities look for these records during anti-corruption investigations and compliance reviews.

• Basic Gift Log: Simple spreadsheet tracking date, value, and description of gifts given/received. Ideal for small businesses and startups.
• Comprehensive Register: Detailed database with automated value calculations, compliance flags, and approval workflows. Used by large corporations and regulated entities.
• Digital Compliance Platform: Advanced system integrating gift records with broader compliance management, featuring real-time reporting and audit trails.
• Department-Specific Records: Tailored tracking systems for specific units like Sales or Procurement, with customized fields and thresholds.
• Public Official Interface: Specialized format focusing on interactions with government representatives, including additional documentation requirements.

• Compliance Officers: Oversee the Record of Hospitality Gifts system, set internal thresholds, and ensure proper documentation.
• Department Managers: Review and approve gift exchanges within their teams, maintain local records, and flag potential issues.
• HR Teams: Train employees on gift policies, help maintain records, and coordinate with compliance teams.
• External Auditors: Review gift records during regular audits and compliance assessments.
• Swiss Regulatory Bodies: May inspect records during investigations or routine checks, particularly in regulated industries.
• Individual Employees: Must report gifts given or received and follow documentation procedures.

• Gift Policy Review: Check your organization's current gift thresholds and approval requirements.
• Data Fields Setup: Create columns for date, gift description, value (in CHF), giver/receiver details, and business purpose.
• Approval Chain: Map out who needs to review and approve different gift value ranges.
• Documentation System: Choose between digital platforms or spreadsheet templates that meet Swiss compliance standards.
• Training Plan: Prepare guidance for staff on how to report and record gifts accurately.
• Review Process: Establish quarterly review cycles to spot patterns and ensure complete documentation.

• Gift Details: Clear description, market value in CHF, and date of exchange.
• Party Information: Names, positions, and organizations of both giver and receiver.
• Business Context: Purpose of gift and relationship to business activities.
• Approval Section: Signature fields for relevant managers or compliance officers.
• Compliance Declaration: Statement confirming gift aligns with Swiss anti-corruption laws.
• Data Protection Notice: Information on how personal data will be stored and processed.
• Retention Period: Specified duration for keeping records (minimum 10 years under Swiss law).

A Record of Hospitality Gifts differs significantly from a Records Retention Policy in both scope and purpose. While both documents support compliance and documentation practices, they serve distinct functions in Swiss organizations.

• Purpose: Hospitality Gift Records specifically track business gifts and entertainment, while Records Retention Policies govern the storage and deletion of all company documents.
• Legal Requirements: Gift records focus on anti-corruption compliance and transparency in business relationships, whereas retention policies address broader data protection and archival obligations.
• Usage Frequency: Gift records require ongoing, transaction-by-transaction updates, while retention policies typically need annual reviews and updates.
• Scope: Gift records track specific exchanges and their values, but retention policies establish company-wide rules for managing all types of business records.