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General Policy
Estates, Facilities and Capital Services
Facilities Manager
Facilities Manager
Andrew Fairgrieve, Director of Estates, Facilities, & Capital Services
01 May 2013
01 March 2016
01 April 2019

General Note

NHS Fife acknowledges and agrees with the importance of regular and timely review of policy statements and aims to review policies within the timescales set out.

New policies will be subject to a review date of no more than 1 year from the date of first issue.

Reviewed policies will have a review date set that is relevant to the content (advised by the author) but will be no longer than 3 years.

If a policy is past its review date then the content will remain extant until such time as the policy review is complete and the new version published.


1.1 To inform staff and managers throughout NHS Fife of the hospitality available and to ensure the consistent provision of hospitality across NHS Fife.


2.1 Throughout NHS Fife.


3.1 Support Services Managers/Catering Managers are responsible for ensuring that hospitalities are only provided if authorised by a member of SMT as per NHS Fifes Financial Operating Procedure


4.1 The provision of food and/or beverages for meetings or other functions will only be provided if authorised by a member of the Strategic Management Team (SMT) and a finance code is provided, as per NHS Fifes Financial Operating Procedure.

Hospitality to be paid from endowment funds must have a code and be authorised by the person responsible for managing the fund.
Hospitality can be paid by invoice and should be discussed with the relevant catering manager.

Non NHS Fife Catering and Out Of Hours Catering maybe subject to a surcharge.

4.2 Once approval of SMT member has been obtained, requests for the provision of hospitality should normally be made to the Catering Department at the time of booking of accommodation and should be made at least 48 hours in advance and will be normally for a minimum of four people. Requests should be submitted on a Hospitality Request form.

4.3 For more information on cost please contact the relevant Catering Manager. The costs of hospitality will be charged to individual departments/directorates or persons responsible for placing the request.

4.4 Facilities may be provided to external organisations that hold meetings at the hospitals. An invoice will be issued by the Finance Department for such provision.

4.5 The in-house catering services should be used at all times. Departments that wish to use the services of an external contractor should discuss their requirements with the Facilities Manager and in line with the Food Safety Policy.

4.6 24 hours notice is required for cancelation; otherwise the Directorate/Department will be charged the full amount.

4.7 If anyone has a specific cultural dietary requirement or food allergy/intolerance please note this on the Hospitality request form or contact the relevant Catering Manager for further assistance. Given the correct notice are able to provide catering for all dietary requirements..

The catering managers for each locality may be contacted as follows:
Queen Margaret/Lynebank Hospitals
Dunfermline & West Fife ext 25916/24652
Victoria/ Whyteman’s Brae Hospitals
Kirkcaldy & Levenmouth ext 28964/fax 01592 648150
Stratheden Hospital
Glenrothes & North East Fife 01334 696381


5.1 There is a risk of inappropriate provision of hospitality. The system outlined in section 4 manages this risk by seeking appropriate authorisation. Risk Assessments are built into the Operational Systems.


6.1 Financial Operating Procedures
Food Safety Policy GP/E8-1