��������Ƶ

A Record of Hospitality Gifts tracks all business-related gifts, entertainment, and courtesies given or received by company employees in Indonesia. This document helps organizations comply with anti-corruption laws, particularly the Indonesian Criminal Code and Anti-Bribery regulations, by creating a clear paper trail of legitimate business hospitality.

Companies use these records to demonstrate transparency and prevent any gifts from crossing into bribery territory. The log typically includes key details like the gift's value, date, recipient, and business purpose. For Indonesian companies, maintaining this record is especially important when dealing with government officials or during traditional gift-giving seasons like Lebaran.

Start using a Record of Hospitality Gifts immediately when your company begins exchanging business courtesies in Indonesia. This becomes especially critical during high-gift periods like Ramadan, Lebaran, and Chinese New Year, or when interacting with government officials and key business partners.

Record each gift right after it's given or received - waiting creates compliance risks and memory gaps. The documentation proves essential during tax audits, internal reviews, and anti-corruption investigations. Many companies maintain these records year-round, but pay extra attention during tender processes, contract negotiations, and licensing applications when gift-giving scrutiny intensifies.

• Basic Gift Log: A simple spreadsheet tracking date, gift type, value, giver/receiver names, and business purpose - ideal for small businesses and startups
• Comprehensive Electronic Register: Digital system with approval workflows, automatic red flags for value thresholds, and detailed documentation - suited for large corporations
• Government Official Interaction Log: Specialized format focusing on public sector gift exchanges, with extra fields for official positions and departments
• Department-Specific Records: Separate tracking systems for different units like Sales, Procurement, or Public Relations, each with relevant gift categories
• Combined Entertainment & Gift Register: Unified system tracking both gifts and business entertainment expenses, commonly used in Indonesian hospitality sectors

• Compliance Officers: Establish and maintain the Record of Hospitality Gifts system, set value thresholds, and review entries for red flags
• Department Managers: Approve gifts within their units, ensure proper documentation, and monitor team compliance
• HR Personnel: Train employees on gift policies, maintain records for internal audits, and update procedures annually
• Finance Teams: Track gift expenses, verify values, and ensure alignment with tax reporting requirements
• Individual Employees: Record all business gifts given or received, obtain necessary approvals, and provide supporting documentation
• Internal Auditors: Review gift records periodically to ensure compliance with Indonesian anti-corruption laws

• Company Policy Review: Check your organization's gift value limits and approval requirements before setting up the record system
• Basic Details: Gather gift description, date, estimated value, recipient/giver name, company, and business relationship
• Documentation: Collect receipts, photos, or other proof of gift exchanges and approvals
• Approval Chain: Map out who needs to review and approve different gift value thresholds
• Tracking Format: Choose between digital systems or spreadsheet templates that align with Indonesian reporting requirements
• Record Storage: Set up secure storage for gift records, maintaining them for at least 5 years per local regulations

• Gift Details: Complete description, monetary value, date received/given, and form of gift (cash, goods, entertainment)
• Party Information: Full names, positions, and companies of both gift giver and recipient
• Business Context: Clear explanation of the business relationship and purpose of the gift exchange
• Approval Records: Documentation of required authorizations based on gift value thresholds
• Compliance Declaration: Statement confirming the gift complies with Indonesian anti-corruption laws
• Supporting Documents: Receipts, photos, or other evidence attached as required by local regulations
• Authentication: Signatures of relevant parties and date of record creation

A Record of Hospitality Gifts differs significantly from a Records Retention Policy in both scope and application. While both documents help organizations maintain compliance, they serve distinct purposes in Indonesian business operations.

• Primary Focus: A Record of Hospitality Gifts specifically tracks business gifts and entertainment, while a Records Retention Policy covers all company documents and data storage requirements
• Time Framework: Gift records typically require immediate documentation of each exchange, whereas retention policies set long-term schedules for various document types
• Legal Requirements: Gift records directly support anti-corruption compliance, while retention policies address broader corporate governance and data protection obligations
• Usage Pattern: Gift records are actively updated throughout the year as exchanges occur, but retention policies usually remain static with annual reviews
• Departmental Ownership: Compliance teams manage gift records, while IT and legal departments typically oversee retention policies