The Client Entertainment Policy serves as a crucial governance document for organizations operating in New Zealand, establishing clear guidelines for business-related entertainment activities while ensuring compliance with local regulations. This policy becomes necessary when organizations regularly engage in client entertainment as part of their business development and relationship management activities. It includes specific guidance on entertainment spending limits, approval hierarchies, acceptable activities, and expense reporting procedures, all aligned with New Zealand's tax laws, anti-bribery regulations, and financial reporting requirements. The policy helps organizations maintain appropriate records for tax purposes, particularly regarding the 50% entertainment expense deductibility rule under New Zealand tax law, while promoting ethical business practices and protecting the organization from reputational and compliance risks.
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1. Purpose and Scope: Outlines the objectives of the policy and its application across the organization
2. Definitions: Defines key terms used throughout the policy including 'client entertainment', 'business purposes', and 'reasonable expenses'
3. Roles and Responsibilities: Defines who is authorized to engage in client entertainment and approval hierarchies
4. General Principles: Sets out the fundamental rules and ethical considerations for client entertainment
5. Acceptable Entertainment Activities: Details permitted types of entertainment and general guidelines
6. Spending Limits and Guidelines: Specifies monetary limits for different types of entertainment and occasions
7. Approval Process: Details the required approvals and documentation needed before and after entertainment events
8. Payment Methods and Expense Claims: Specifies acceptable payment methods and process for submitting expense claims
9. Record Keeping Requirements: Details required documentation, receipts, and record-keeping obligations
10. Compliance and Consequences: Outlines compliance requirements and consequences of policy violations
1. International Entertainment Guidelines: Additional guidelines for entertainment in international locations, used when company operates globally
2. Industry-Specific Requirements: Special requirements for regulated industries like financial services or healthcare
3. Gift Policies: Specific guidelines for giving and receiving gifts, if not covered in a separate policy
4. Virtual Entertainment Guidelines: Guidelines for virtual client entertainment events, relevant for organizations with remote operations
5. Sustainability Guidelines: Environmental considerations for entertainment choices, for organizations with strong ESG commitments
1. Schedule A: Spending Limits Table: Detailed breakdown of spending limits by entertainment type, location, and seniority
2. Schedule B: Approval Matrix: Matrix showing required approvals based on amount and type of entertainment
3. Schedule C: Excluded Activities: List of specifically prohibited entertainment activities
4. Schedule D: Expense Claim Forms: Standard forms and templates for entertainment expense claims
5. Schedule E: Entertainment Log Template: Template for recording details of entertainment events including attendees, purpose, and outcomes
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Client Entertainment Policy
An internal governance document outlining rules and procedures for client entertainment activities in accordance with New Zealand legislation and business practices.
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