Gifts and Hospitality Declaration Workflow

What happens if a declaration is exactly at the policy threshold?

You define the threshold logic directly in the routing step, so you control whether the threshold amount itself triggers auto-registration or escalates to compliance review. Most teams set the rule to route anything at or above the threshold to formal approval, but this is fully configurable to match your policy wording.

Can this handle multiple currencies or gift types?

Yes. The declaration form and routing logic can be customised to capture currency, gift category, and other contextual fields, and the threshold rule can reference converted or category-specific values. You configure these fields and conditions directly inside assess.one without needing developer support.

What if compliance rejects a declaration — what does the declarer see?

When compliance rejects a declaration, the workflow automatically sets the record to a rejected status and closes it out. The declarer is notified immediately with the reason for rejection, so there's no ambiguity or follow-up email required.

Who needs access to this workflow?

Declarers need access to submit new gift and hospitality declarations, and compliance reviewers need access to the approval queue to review and decide on escalated cases. You assign these roles inside assess.one, and permissions can be scoped so declarers only see their own submissions.

How do we customise the approval logic or add extra approval stages?

You can edit the routing rules, approval steps, and notification triggers directly in the workflow builder inside assess.one. For example, you could add a second-level approval for declarations above a higher value, or route certain gift types to a specific reviewer, all without external development work.

What happens to declarations that are auto-registered — are they reviewed later?

Auto-registered declarations below the threshold skip formal review and are added straight to the compliance register, with the declarer notified of registration. If your policy requires periodic spot-checks on auto-registered entries, you can add a scheduled review step or reporting filter within the workflow.

How long does it take to get this workflow live?

The template is ready to use, so you can publish it in minutes and your team can start submitting declarations immediately. There's no lengthy setup project — you configure thresholds, roles, and notifications directly in assess.one before publishing.

Can we integrate this with our email or Slack for notifications?

Yes, notifications to declarers and compliance reviewers can be configured to send via email or Slack directly within assess.one. You set up these integrations as part of the workflow configuration, with no separate development effort required.

What if a declarer submits incomplete or inaccurate information about the other party?

The declaration form can be configured with required fields for the other party's details, value, and business context, preventing submission until key information is provided. If compliance identifies inaccuracies during review, they can reject the declaration with a stated reason, prompting the declarer to resubmit with corrected details.

Is there an audit trail for compliance or regulatory reporting?

Every status change, from submission through routing, approval or rejection, and registration, is recorded in the workflow history. This gives compliance teams a complete, timestamped audit trail for internal reviews or regulatory inquiries without needing to reconstruct events manually.