Dealing with Gifts and Hospitality - FAQ Frequently Asked Questions
In July 2025, the Ministry of Science, Research, and the Arts (MWK) communicated specific implementation guidelines that provide practical assistance relating to the acceptance of rewards, gifts, and other benefits in accordance with § 42 (1) of the Civil Service Status Act (BeamtStG) and are communicated and implemented at Heidelberg University.
The basic implementation guidelines are presented here within the frame of “Frequently Asked Questions”. Using the self-check web form, you can also report a benefit of up to €35 that does not require approval or a previously approved benefit of more than €35.
Click here for the notification/reporting
In addition, the notification web form allows you to obtain formal approval from the rector or Kanzler for accepting prize money.
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Do I have to report every gift, reward, or other benefit (collectively referred to as a benefit) I receive in the course of my duties to the university? | No. You can accept so-called de minimis without further ado. These include mass-produced promotional items such as pens or similar items, which are distributed in particular at university events. You may also accept broadly appropriate hospitality (in accordance with Heidelberg University's representation guidelines, Finance Department) on the occasion of official activities based on social norms and courtesy or at general events on official business (e.g., official receptions, social and cultural events to promote official interests, meetings of economic enterprises in which the public sector is involved). Benefits to facilitate official business (e.g., pick-up by car from the train station) are also included. |
Am I allowed to accept gifts from guests? | Yes, if they are not personal gifts but are given to you as a representative of the rectorate during a business trip in Germany or abroad, or by visitors to Heidelberg University. However, you may not keep them for yourself. In the case of books, consideration may also be given to adding them to the university library's collection. To be on the safe side, you can document the receipt and storage location in the linked web form (click on “notification/reporting") for your own peace of mind. |
Am I allowed to accept invitations to attend events? | In principle, yes, if the event serves to exchange professional information, for example in the context of professional events. If the transfer of information is not the main focus, participation may still be permissible if you are representing Heidelberg University, e.g., at anniversaries or annual receptions. In this case, however, it must be ensured a priori that you are able to represent the university due to your position and that you have been commissioned to do so. |
Am I allowed to accept invitations to participate in other events, such as cultural or sporting events? | This is only permissible in exceptional cases where any appearance of influence can be avoided, for example, if Heidelberg University is acting as a sponsor. As a general rule, you should decline invitations to, for example, the box seats at a soccer stadium or the VIP area at the invitation of a businessperson, even if that person is a member of the Heidelberg University Council. |
As the primary or secondary supervisor, am I allowed to accept a free copy? | Yes. The MWK does not consider the receipt of such a book to be a risk of bribery or the appearance thereof and therefore generally grants approval for the acceptance of one free copy of each doctoral and postdoctoral thesis in accordance with paragraph 32.15 of the Civil Service Administrative Regulations (BeamtVwV). There is no need to notify Heidelberg University. |
Who should I contact for approval to accept a benefit of up to €35.00? | If the benefit cannot be classified as a minor case, a notification of acceptance concerning a benefit not requiring approval must be submitted via the web form (see link “notification/reporting”) up to a value limit of €35. Approval by the university is therefore not necessary. The value limit of €35 applies per year and per donor, i.e., up to €35 for Company A, up to €35 for Company B, etc. |
Who should I contact for approval to accept a benefit over €35.00? | If the value limit is exceeded, the approval of your direct superior must be obtained in advance, unless the case falls under the category of minor cases. This is followed by a report via the web form (see link “notification/reporting”). The anti-corruption commissioner is obliged to submit an annual report on the number of those cases to the MWK. |
I have been offered prize money for personal payment. Is there anything I need to consider? | Personal payment of prize money must be measured against civil service standards, which also apply to pay scale employees. In order to be allowed to collect prize money personally, it must also be proven that there is no impairment or influence on the performance of official duties and that there is no possible impression of bias. Since, according to the MWK guidelines, formal approval must be given by the rector or Kanzler, notification of the prize money offered or accepted must be submitted via the linked web form (see link “notification”). |
I have been offered prize money to be collected by the university. How do I proceed? | The prize money is considered third-party funding and is not subject to the provisions of § 42 of the Civil Service Status Act. Therefore, in this case, the next necessary step is to notify the Research Department (6.2) of the third-party funding before it can be collected by the university. |