sapin 2 software
Gifts and invitations module
All-in-one gift and invitation management software that centralizes and simplifies the declaration process, while adapting to the specific needs of your organization.
The advantages of our gifts and invitations module
Centralize your gift and invitation declarations
Integrate your organization’s particularities with regard to the different categories of gifts and invitations, whether offered or received, ensuring precise management in line with the specificities of each situation.
Combine automated and human verification layers
Once the initial declaration information has been completed, an automated check verifies its compliance with your organization’s internal policies, guaranteeing a first layer of validation.
If the automated check identifies the need for validation, the declaration is then escalated, adding another level of human verification. For more complex or sensitive cases, additional validations may be required.
Manage your system
Ensure regular communication with all stakeholders through indicators and reporting covering the different stages of your system, enabling you to evaluate and manage gift and invitation declarations within your organization.
Centralized, up-to-date documentation
Centralize all your information, from the register of accepted and declined gift and invitation declarations in your organization, to the audit trail of valuation changes made to a declaration.
Field customization
Configure your workspace by customizing fields, confidentiality and information levels, with the ability to add, delete or rename gift or invitation request fields, while defining mandatory fields and creating links to specific repositories, such as gift and invitation types.
Define your workflow
Activate specific notifications for each user when status changes, such as the approval or rejection of a gift or invitation request, while configuring multiple levels of validation, with workflows adapted according to the decisions made by validators to ensure a smooth, responsive process.
Scoring
Configure scoring criteria for the amounts or frequency of gift and invitation requests and acceptances, from the simplest to the most advanced options.
Reporting
Organize your reports according to your needs, enjoy a real-time 360° view of your business, and easily share your results with the rest of your team.
They’re talking about us…
“The Values Associates team stands out for its great responsiveness, especially when it comes to solving the problems identified. What’s more, they are proactive in suggesting alternative solutions that perfectly match our needs.”
Compliance officer
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VALUES ASSOCIATES undertakes to keep the processed PCDs only for the time necessary for processing, plus the legal limitation periods during which the information will be archived for any accounting, tax or legal claim. Please read our privacy policy for more information on the data processing we carry out and the rights you have regarding your personal data.
What does the Sapin 2 law say about gifts given and received?
Promulgated in 2016, the Sapin 2 law aims to regulate professional practices and limit the risks of corruption within companies, public authorities and administrations.
It requires the implementation of specific measures and controls to manage these practices. According to the French Anti-Corruption Agency (AFA), a gift or invitation is defined as a good or service offered without expectation of consideration, thus requiring appropriate controls.
In France, the exchange of gifts and invitations is a common and authorized practice, aimed at maintaining good business relations with various partners. However, this practice carries risks of corruption in both the public and private sectors. The controls introduced by law are designed to identify any breach of acceptable limits, which could transform a simple business gesture into an act of corruption or influence peddling.
It should be noted that the Sapin 2 law does not set precise guidelines for these acceptable limits.
Gifts and invitations: a commercial gesture or bribery?
The French Anti-Corruption Agency (AFA) has published guides to help public and private organizations distinguish between legitimate business gifts and invitations, and bribery. The AFA defines a business gift as a good or service offered without expectation of consideration. If a concealed consideration exists, or if the gift or invitation is disproportionate in amount or frequency, it may be considered an act of corruption.
To comply with the Sapin 2 law, the AFA recommends that organizations formalize an internal policy on gifts and invitations. This policy should specify the rules governing the offer and acceptance of gifts, to prevent any drift towards corruption.
The organization is encouraged to clearly define its procedures and rules, i.e. :
➡️Persons concerned by the gifts and invitations policy: company officers and directors, elected representatives of the local authority, employees, public and private sector employees, occasional collaborators (temporary workers, apprentices, trainees, etc.), third parties (suppliers, intermediaries, etc.), etc.
➡️Rules for offering or accepting a gift or invitation: using concrete examples, the internal policy precisely defines the reasons for offering or receiving gifts and invitations (public relations strategy, sponsorship, patronage, representation and protocol missions, etc.). It determines the acceptable nature, amount and frequency of gifts and invitations offered and received. It describes the situations in which it is strictly forbidden to receive such gifts and invitations (calls for tender or public procurement procedures, gifts involving a close relative, etc.).
➡️Authorization procedures: depending on the nature and amount of the gift or invitation, management may delegate the decision to accept or refuse it to employees. It may also require the authorization of the line manager, or even the compliance/compliance team. Setting up an internal register makes it easier to monitor and control gifts and invitations offered and received.
Why choose our software to manage your gifts and invitations activities?
Our gifts and invitations module centralizes and records all gifts and invitations offered and received, simplifying declarations via an ergonomic form.
Keep track in real time, while anticipating the risk of exceeding legal thresholds (Sapin 2 law).
Thanks to datavisualization and dynamic dashboards, management and control become more efficient.
What’s more, the module lets you customize acceptance rules, adapt authorization procedures and manage the volume of requests, ensuring smooth management in line with your needs.
The Gifts & Invitations module can be coupled with the other modules of the Values Associates software solution, covering all risk management activities.
FREQUENTLY ASKED QUESTIONS ABOUT MANAGING THE RISKS ASSOCIATED WITH GIFTS AND INVITATIONS, GIVEN AND RECEIVED WITHIN AN ORGANIZATION
Why is it important to manage the gifts and invitations offered and received within an organization?
The management of gifts and invitations offered and received is crucial to maintaining transparency, integrity and compliance with internal policies and external regulations, such as anti-corruption laws. It helps ensure that business relationships remain professional and ethical.
What is gift and invitation management software?
Gift and invitation management software is an application that enables organizations to track, arbitrate, record and manage all gifts and invitations according to the policies defined for each of them. This software helps centralize information in the form of a register of gifts and invitations.
What are the advantages of software for managing gifts and invitations?
Key benefits include :
- Data centralization All information is stored in a single location.
- Traceability and history Detailed tracking of every gift and invitation offered or received, with action histories.
- Compliance Compliance: Ensures that gifts and invitations comply with internal policies and external regulations.
- Speed and efficiency Automated processes, reducing the time and manual effort needed to manage gifts and invitations.
How does gift and invitation management software help ensure compliance?
Software configured to your specific requirements ensures that gifts and hospitality offered and received are arbitrated and documented in accordance with your organization’s policies. In particular, the software can integrate rules and thresholds to automatically flag gifts and invitations that could pose compliance problems.
How can gift and invitation management software improve transparency?
By providing detailed, easily accessible reports on gifts and invitations offered and received, the software enables the various stakeholders to easily verify compliance with the rules and policies laid down within the organization.