Auto Approving Gift & Entertainment Disclosures

Hadrius can approve employee gift and entertainment (G&E) disclosures automatically, as long as the employee stays under an annual limit your firm sets. Gifts under the limit are approved right away. Any gift that would put the employee at or over the limit goes to your compliance team for review. This article covers how to turn on auto-approval, set the limit, and check what happens to each disclosure afterward. Firms that get a lot of small, routine gift disclosures will find it useful.

Turning on auto-approval for gifts and entertainment

1. Go to the Disclosures page. Employee gift and entertainment submissions arrive here for review.

2. Open the disclosure settings. Click "Settings" in the top-right corner of the Disclosures page. The "Disclosures settings" page opens. It holds your firmwide settings for how disclosures are managed, approved, and monitored.
3. Select the "G&E" tab. This tab holds the rules for gifts and entertainment. The settings page has two tabs, "Trades" and "G&E", and opens on "Trades".

4. Turn on "Auto-approve gifts and entertainment". Click the switch. While it's on, new gift disclosures can be approved without waiting for a reviewer.

5. Enter the "Annual per-employee limit". Type a dollar amount of 0 or more. This field is required while auto-approval is on, and you can't edit it while auto-approval is off.
6. Click "Save changes". A confirmation message tells you your disclosure settings have been updated. To undo your edits before saving, click "Discard".

How auto-approval decides

Hadrius tracks each employee's approved gift and entertainment total for the year. When an employee submits a new gift, Hadrius adds its value to that total:

• Under the limit: The gift is approved automatically and gets the "Auto-approved" status. The employee sees a message saying the disclosure met your firm's auto-approval criteria.
• At or over the limit: If the gift would bring the total to the limit or past it, the gift is flagged for manual review. It stays in your review queue until a reviewer acts on it.

When a reviewer opens a gift disclosure that's waiting for review, a year-to-date summary appears above it. The summary shows the employee's approved total, the firm's annual limit, and the remaining amount. If the employee has reached or passed the limit, the summary is highlighted with a warning.

Audit trail

Every automatic decision is recorded in the disclosure's audit trail, so each disclosure has a complete record of how it was handled, whether a reviewer approved it or the system did.

Note: Changes apply to gift disclosures submitted after you save. To stop auto-approving, go back to the "G&E" tab, turn off "Auto-approve gifts and entertainment", and click "Save changes". All new gift disclosures will then go to a reviewer.