Invitations and Benefits

Basic principles 

As part of its concern for excellence, EPFL has created a set of clear rules regarding the acceptance of invitations and benefits by employees and members of teaching staff, as well as by members of the EPFL Direction in the broad sense¹, including the EPFL President. The aim of these rules is to prevent the independence of employees and members of teaching staff or members of the Direction in the broad sense from being compromised.

Accordingly, the Directive concerning the acceptance of benefits and invitations received LEX 4.1.6 defines the conditions under which invitations and benefits received from third parties may be accepted.

The term “benefit” namely refers to:

• Presents;
• Donations;
• Commissions

The term “invitation” namely refers to:

• Business or social invitations outside the context of the standard activities of the employee or member of teaching staff or EPFL Direction member in the broad sense.

These rules should also be used as a guide for all employees or members of teaching staff or members of the EPFL Direction in the broad sense wishing to give invitations or benefits to a third party.

1. The phrasing “Member of the EPFL Direction in the broad sense” refers to: member of the EPFL Direction (see LEX 1.1.1, art.3) (President, Vice President), Associate Vice President, Director of the VPO, VPH and VPS domain, Director of Executive Affairs and Development, Director of Legal Affairs, College Dean or Director (hereinafter: members of the Direction in the broad sense);

Responsabilities 

Employees, members of teaching staff and members of the Direction may accept benefits (donations or gifts) for which the market value does not exceed CHF 200.00 per donation/gift. Cash may in no cases be accepted.

It is also important to ensure that multiple benefits are not accepted at regular intervals from the same source in order to avoid a “salami slicing” effect.

The conditions of acceptance for a benefit or an invitation shall be respected.

The Direction of Legal Affairs keeps an inventory of all invitations accepted by members of the Direction in the broad sense as well as all benefits which have not been refused for reasons of courtesy, civility or standard social practice (see “Further Information” below).

Advice for day-to-day business 

Refuse all benefits or invitations which may compromise your independence or freedom of action.

Refuse all benefits for which the market value exceeds CHF 200.00.

Unless you have written authorisation from your superior, refuse invitations abroad.

If in doubt regarding the acceptance of an invitation or a benefit:

• for employees and members of teaching staff, contact your superior in writing. Your superior will reply in writing;
• for members of the Direction in the broad sense and for employees and members of teaching staff, contact the Director of Legal Affairs.

EPFL employees involved in managing fundraising activities must refuse any benefit or commission, in accordance with the provisions related to sponsorship and patronage.

If you are participating in a buying process (for example, a call for tender) or a decision process, you should refuse all benefits and invitations for which it is not possible to exclude a link between the benefit granted and the buying or decision process.

Legal basis 

• LEX 4.1.0.4 “Ordonnance du Conseil des EPF sur le personnel du domaine des écoles polytechniques fédérales”
• “Ordonnance sur le personnel de la Confédération”
• LEX 4.1.6 “Directive concerning the acceptance of benefits and invitations received”
• LEX 1.10.1 “Directive on Sponsorship and Patronage at EPFL”

Further information 

LEX 4.1.6 also provides for situations in which certain benefits cannot be refused for reasons of courtesy, civility or standard social practice. In such cases, employees and members of teaching staff are to submit advantages received to the Director of Legal Affairs and members of the Direction in the broad sense must consult the Direction, who will decide how the benefit is to be used.

In all cases, invitations and benefits received are to be used in favour of EPFL.