Head-of-department cheat sheets: who offers what, and what to do

Print one for each head of department. Pin it up where the register is kept. They are summaries of the same rules in the full guide.

For all of them: nothing connected to an order is a gift. Refuse. Record. Report. Every discount goes to the owner's account. Asking for a commission is an offence even when nothing is paid.

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Captain

Who tries: shipyards and refit managers, fuel suppliers, agents, brokers, management companies' suppliers, equipment makers, marinas, surveyors.

Typical offers: a percentage on a refit or repair; a fee per tonne of fuel; a "gift" from an agent at the end of the season; hospitality at shows; a "recommendation fee" for sending business to a yard.

What to do: disclose every rebate or fee to the owner and let the owner decide. Get more than one quote for large spend. Keep the register. Report any request to the management company. Under the standard charter form, the captain is accountable for the APA and the owner must ensure the captain exercises due diligence in spending it. See what the MYBA documents say.

Say: "Anything we agree goes in writing, to the owner. If there's a discount, it goes on the owner's invoice."

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Purser

Who tries: every supplier, since you pay them all.

Typical offers: a "personal" credit note; an invoice to be split or altered; payment to a "new bank account"; small gifts for prompt payment; a "commission" on payment run.

What to do: pay only against an itemised invoice, to the supplier's account in its own name and in the right country. Verify any change of bank details with a call to a known number, and with the captain. Never accept a credit to an individual. Keep every receipt for the final account.

Say: "All credits go to the owner's account. I can only pay what's on the invoice."

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Chef

Who tries: fish, meat, produce, speciality and wine suppliers; kitchen equipment suppliers.

Typical offers: free product "for the crew"; cash at the end of the season; a "bonus" for the volume you order; tickets to events.

What to do: decline anything connected with ordering. Compare prices and keep the quotes. Samples for evaluation, for the galley team, can be fine if logged and agreed with the captain.

Say: "I can't accept anything for the order. If you want to offer a better price, put it on the invoice."

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Chief stewardess

Who tries: wine and spirits suppliers, florists, laundry and linen, tableware and décor, spa suppliers, and brokers.

Typical offers: "something for the interior team" after a big wine order; personal discounts; a percentage of the order; an invitation to a tasting dinner.

What to do: wine education and tastings for the team, open to all, are fine. Percentages, personal discounts and anything linked to the order are not. Remember the wine budget is usually the guests' APA.

Say: "Thanks, but I can't take anything for myself on an order. If there's a discount, the owner should have it."

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Chief engineer

Who tries: fuel and lubricant suppliers, spare-parts dealers, service agents, yards, classification-related contractors.

Typical offers: a payment per tonne or per delivery; a "service" fee for choosing a repairer; free parts or tools for private use; a trip.

What to do: decline anything for personal benefit. Rebates and trade discounts belong on the owner's account. Compare quotes for major spares. Keep records of all work done and parts received.

Say: "Any rebate should be on the owner's invoice. I can't take anything for the order."

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Bosun

Who tries: deck equipment, paint, tender and toy suppliers, dockside services, delivery drivers.

Typical offers: a bottle or two for helping; "freebies" from toy suppliers for specifying them; cash for letting a van in.

What to do: a small team token for practical help, openly given, is different from a personal benefit linked to a purchase. Log anything you accept, tell the captain, and decline anything linked to an order or a choice of supplier.

Say: "Thanks, but I'll have to ask the captain. We log everything."

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General information, not legal advice. See the disclaimer.