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Client Entertainment Policy

Client Entertainment Policy Template for India

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Key Requirements PROMPT example:

Client Entertainment Policy

"I need a Client Entertainment Policy for our IT consulting firm in Bangalore, with specific provisions for entertaining international clients and government officials, including clear approval matrices for expenses exceeding INR 50,000."

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Document background
The Client Entertainment Policy serves as a crucial governance document for organizations operating in India, establishing clear guidelines for business-related entertainment activities. This policy becomes necessary as companies engage in client relationship building while ensuring compliance with Indian regulatory requirements, including the Prevention of Corruption Act, tax laws, and GST regulations. It provides essential guidance on permitted entertainment activities, spending limits, approval processes, and documentation requirements, helping organizations maintain proper controls while fostering business relationships. The document is particularly relevant in the Indian business context where entertainment practices must align with local cultural norms while adhering to strict compliance and tax requirements.
Suggested Sections

1. Purpose and Scope: Defines the objective of the policy and its applicability to employees and departments

2. Definitions: Defines key terms including 'client entertainment', 'business purpose', 'reasonable expenses', and 'appropriate venues'

3. General Principles: Outlines the fundamental principles governing client entertainment activities

4. Permitted Entertainment Activities: Lists and describes types of entertainment activities that are acceptable

5. Monetary Limits and Approval Requirements: Specifies spending limits per person/event and approval hierarchy

6. Documentation Requirements: Details required documentation, receipts, and justification forms

7. Prohibited Activities: Clearly lists activities and venues that are not permitted for client entertainment

8. Compliance with Anti-Corruption Laws: Guidelines ensuring compliance with anti-bribery and corruption laws

9. Tax Implications and Reporting: Explains tax treatment and reporting requirements for entertainment expenses

10. Roles and Responsibilities: Defines responsibilities of employees, managers, and finance department

11. Policy Violations and Consequences: Outlines consequences of policy violations and reporting procedures

Optional Sections

1. International Client Entertainment: Additional guidelines for entertaining international clients, used when company has significant international business

2. Government Official Entertainment: Special provisions for entertainment involving government officials, needed if company deals with public sector

3. Entertainment During Tender Process: Special restrictions during active tender/bid processes, required for companies involved in competitive bidding

4. Virtual Entertainment Guidelines: Guidelines for virtual entertainment events, relevant in modern digital business environment

5. Industry-Specific Restrictions: Additional restrictions based on specific industry regulations, needed for regulated industries

Suggested Schedules

1. Appendix A: Expense Limits Table: Detailed table of monetary limits for different types of entertainment activities

2. Appendix B: Entertainment Expense Form: Standard form for requesting and reporting entertainment expenses

3. Appendix C: Approval Matrix: Matrix showing approval requirements based on expense amount and type

4. Appendix D: Preferred Vendor List: List of pre-approved venues and vendors for client entertainment

5. Appendix E: Compliance Checklist: Checklist to ensure all policy requirements are met before, during, and after entertainment

6. Appendix F: Tax Documentation Requirements: Detailed list of required documents for tax compliance

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Client Entertainment
Business Purpose
Reasonable Expenses
Authorized Personnel
Client
Prospective Client
Entertainment Activity
Business Meals
Hospitality Events
Government Official
Public Servant
Immediate Family Member
Prohibited Entertainment
Entertainment Request
Pre-Approval
Post-Event Documentation
Monetary Limits
Per-Person Limit
Event Limit
Annual Entertainment Budget
Supporting Documentation
Valid Business Reason
Appropriate Venue
Working Hours Entertainment
Non-Working Hours Entertainment
Group Entertainment
Individual Entertainment
Entertainment Expenses
Reimbursable Expenses
Third-Party Vendor
Tender Period
Approval Authority
Policy Violation
Entertainment Register
GST Input Credit
Legitimate Business Expense
Gift
Token of Appreciation
Entertainment Calendar
Reporting Period
Compliance Officer
Clauses
Purpose and Scope
Definitions
General Principles
Compliance Requirements
Authorization and Approval
Monetary Limits
Permitted Activities
Prohibited Activities
Documentation Requirements
Anti-Bribery and Corruption
Tax Compliance
GST Requirements
Record Keeping
Reimbursement Procedures
Roles and Responsibilities
Risk Management
Internal Controls
Reporting Requirements
Policy Violations
Disciplinary Actions
Audit Rights
Policy Review and Updates
Confidentiality
Conflict of Interest
Government Officials
Health and Safety
Vendor Management
Emergency Procedures
Liability
Amendments
Relevant Industries

Financial Services

Professional Services

Information Technology

Manufacturing

Consulting

Real Estate

Telecommunications

Pharmaceutical

Retail

Media and Entertainment

Construction

Healthcare

Hospitality

Banking

Insurance

Relevant Teams

Sales

Business Development

Finance

Compliance

Legal

Marketing

Corporate Communications

Client Services

Internal Audit

Human Resources

Operations

Executive Management

Relevant Roles

Chief Executive Officer

Chief Financial Officer

Chief Compliance Officer

Sales Director

Business Development Manager

Account Manager

Relationship Manager

Marketing Director

Finance Manager

Compliance Manager

Sales Representative

Client Services Manager

Regional Manager

Branch Manager

Corporate Communications Director

Internal Auditor

Human Resources Director

Industries
Prevention of Corruption Act, 1988: Defines and prohibits corrupt practices, including guidelines on gifts and entertainment to prevent bribery of public officials
Income Tax Act, 1961 (Section 37): Governs the tax treatment of business entertainment expenses, including deduction limits and documentation requirements
Companies Act, 2013: Provides framework for corporate governance and disclosure requirements related to entertainment expenses
Central Goods and Services Tax Act, 2017: Determines GST implications on entertainment expenses and input tax credit availability
Food Safety and Standards Act, 2006: Relevant when entertainment involves food and beverages, ensuring compliance with safety standards
Companies (Meetings of Board and its Powers) Rules, 2014: Provides guidelines on corporate spending limits and approval requirements for entertainment expenses
SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015: Requires listed companies to have clear policies on material transactions including significant entertainment expenses
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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