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ETHICS - TEMPLATES

To assist with the drafting of ethical standards we have laid out two separate templates that members can use.
This is for guidance purposes only and the wording can be changed to reflect your particular working environment.  As you can see from the examples below your code of ethics can be simple or complex in nature.  The important thing to remember is that it should be Clear, Strict and applicable to all who handle spending power with your organisation.

EXAMMPLE 1.
COMMITMENT TO THE HIGHEST ETHICAL STANDARDS 
It is a serious breach of  trust to subvert the purchasing process by directing purchases to certain favored vendors, or to tamper with the competitive bidding process, whether it's done for kickbacks, friendship or any other reason. Since misuse of the purchasing power is contrary professional purchasing  the Code of Ethics outlined below must be strictly followed.  
It is a serious breach of  trust to subvert the purchasing process by directing purchases to certain favored vendors, or to tamper with the competitive bidding process, whether it's done for kickbacks, friendship or any other reason. Since misuse of the purchasing power is contrary professional purchasing  the Code of Ethics outlined below must be strictly followed.

Company XYZ also requires ethical conduct from those who do business with the company. Contracts will contain a clause stating that any effort to influence an employee to violate the standards of the Code are grounds to void the contract. Vendors to Company XYZ are required to certify that they will not attempt to influence any employee to violate the Code.

CODE OF ETHICS

Statement of Purchasing Policy
"Employment is a public trust. It is the policy of Company XYZ to promote and balance the objective of protecting the companies integrity and the objective of facilitating the recruitment and retention of personnel needed by Company XYZ.. Such policy is implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering a business relationship.
"Employment is a public trust. It is the policy of Company XYZ to promote and balance the objective of protecting the companies integrity and the objective of facilitating the recruitment and retention of personnel needed by Company XYZ.. Such policy is implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering a business relationship.

Employees must discharge their duties impartially so as to assure fair competitive access to responsible suppliers. Moreover, they should conduct themselves in such a manner as to foster confidence in the integrity of the purchasing function.

It is essential that those doing business with Company XYZ also observe the ethical standards prescribed here."

General Ethical Standards
1. It shall be a breach of ethics to attempt to realise personal gain through employment with Company XYZ by any conduct inconsistent with the proper discharge of the employee's duties.
1. It shall be a breach of ethics to attempt to realise personal gain through employment with Company XYZ by any conduct inconsistent with the proper discharge of the employee's duties.

2. It shall be a breach of ethics to attempt to influence any employee of Company XYZ to breach the standards of ethical conduct set forth in this code.

3. It shall be a breach of ethics for any employee of Company XYZ to participate directly or indirectly in a procurement when the employee knows that:
    # the employee or any member of the employee's immediate family has a financial interest pertaining to the procurement;
    # a business or organisation in which the employee, or any member of the employee's immediate family, has a financial interest pertaining to the procurement; or
    # any other person, business or organisation with whom the employee or any member of the employee's immediate family is negotiating or has an arrangement
       concerning prospective employment is involved in the procurement.

4. Gratuities. It shall be a breach of ethics to offer, give or agree to give any employee or former employee of Company XYZ, or for any employee or former employee of Company XYZy to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal there for pending before this government. ( nominal seasonal gifts to the upper value of €50 is acceptable, at such times as Christmas and must be declared by the recipient to his/her superior)

5. Kickbacks. It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime supplier for any contract for Company XYZ, or any person associated therewith, as an inducement for the award of a subcontract or order.

6. Contract Clause. The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set forth in every contract and solicitation therefor.

7. It shall be a breach of ethics for any employee or former employee of Company XYZ knowingly to use confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of any person.

• To give first consideration to the objectives and policies of Company XYZ.
• To strive to obtain the maximum ultimate value of each Euro of expenditure.
• To co-operate with trade and industrial associations and governmental and private agencies engaged in the promotion and development of sound business methods.
• To demand honesty in sales representatives whether offered through the medium of a verbal or written statement, and advertisement, or a sample of the product.
• To decline personal gifts or gratuities.
• To grant all competitive bidders equal consideration; to regard each transaction on its own merits; to foster and promote fair, ethical, and legal trade practices.
• To use only by consent original ideas and designs devised by one vendor for competitive purchasing purposes.
• To be willing to submit to arbitration any major controversies.
• To accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
• To counsel and co-operate with other employees of Company XYZ  to promote a spirit of unity and fairness towards all potential and existing Suppliers.