Fillable Printable Organizational Code of Conduct Example
Fillable Printable Organizational Code of Conduct Example
Organizational Code of Conduct Example
ORGANIZATIONAL CODE OF CONDUCT
EXAMPLE
Page 1 of 3
PE 0001
Eff. 7/2005
Instructions: This document is intend ed as an aid to assist non-State entities in establishing an
organizational code of conduct. It is not intended to be used verbatim, but rather to serve as
a template for nongov ernmental organizations as they craft their individual code of conduct.
This example inclu des definitions of what is considered unacceptable, and the consequences
of any breaches thereof. Each organization that chooses to use this template should take
care to make changes that reflect the individual organization. For examp le, anywhere “the
Organization” is used should be replaced with the name of your organization.
Organizational Code of Conduct:
The Organization and its e mployees must, at all times, comply with all applicable laws
and regulations. The Organization will not condone the activities of employee s who
achieve results through violation of the law or unethical business d ealings. This includes
any payments for illegal ac ts, indirect contributions, rebates, and bribery. The
Organization does not permit any activity that fails to stand the closest possible public
scrutiny.
All business conduct should be well abo v e the minimum stand ards required by law.
Accordingly, employee s must ensure that their actions cannot be i nterpreted as being, in
any way, in contravention of the laws and regulations governing the Organizati on’s
operations.
Employees uncertain about the application or inte rpretation of any legal requirem ents
should refer the matter to their supervisor, who, if necessary, should seek appropriate
legal advice.
General Employee Conduct:
The Organization expects its employees to conduct themselves in a businessli ke manner.
Drinking, gambling, fighting, swearing, and similar unprofessional activities are strictly
prohibited while on the job.
Employees must not engage in sexual harassment, or conduct themselves in a way that
could be construed as such, for example, by using inappropriate language, keeping or
posting inappropriate materials in their work area, or accessing inapprop riate materials
on their computer.
Conflicts of Interest:
The Organization expects that employees will perform their duties conscientiously,
honestly, and in accordance with the best interests of the Organiza tion. Employees must
not use their positions o r the knowledge gaine d as a result of their positions for private or
personal advantage. Regardless of the circumstances, if employees sense that a course
of action they have pursued, or are p re sently pursuing, or are contemplating p ursuing
may involve them in a conflict of interest with their employer, they should imm ediately
communicate all the facts to their supervisor.
Outside Activi ties, Employment, and Directorships:
All employees share a serious responsibility for the Organization’s good public relations,
especially at the com munity level. Their readiness to help with religious, charitab le,
educational, and civi c activities brings credit to the Organization an d is encouraged.
Employees must, however, avoid acq uiring any business interest or participating in any
other activity outside the Organization that would, or would appear to:
¾ Create an excessive demand upon their time and attention, thus depr iving the
Organization of their best efforts on the job.
¾ Create a conflict of interest - an obligation, interest, or distraction - that may interfere with
the independent exercise of judgment in the Organization’s best interest.
ORGANIZATIONAL CODE OF CONDUCT
EXAMPLE
Page 2 of 3
PE 0001
Eff. 7/2005
Relationships With Clients and Suppliers:
Employees should avoid investing in or acquiring a financial intere st for their own
accounts in any business o rganization that has a contractual relationship with the
Organization, or that provid es goods or services, or both, to the Organization if such
investment or interest could influence or create the impression of influencing their
decisions in t he performance of their duties on behalf of the Organization.
Gifts, Entertainment, and Favors:
Employees must not accept entertainment, gifts, or personal favors that could, in any
way, influence, or appear t o influence, business decisions in favor of any person or
organization with whom or with which the Organization has, or is likely to have, business
dealings. Similarly, employees must not accept any other prefere ntial treatmen t under
these circumstances beca use their positions with the Organization might be incli ned to,
or be perceived to, place them under obligation to return the preferential treatment.
Kickbacks and Secret Commissions:
Regarding th e Organization’s business activities, employees may not receive payment or
compensation of any kind, except as authorized under the Org anization’s business and
payroll policies. In particular, the Organization strictly prohibits the acceptance of
kickbacks and se cret commissions from suppliers or others. Any breach of this rule will
result in immediate termination and p ro se cution to the fullest extent of the law.
Organization Funds and Other Assets:
Employees who have access to O rga nization funds in any form must follow the
prescribed procedures fo r recording, handling, and protecting money as detailed in the
Organization’s policies and procedures or other explanatory materials, or both. The
Organization imposes strict standards to prevent fraud and dishonesty. If employees
become aware of any evidence of fraud and dishonesty, they should immediately advise
their supervisor or seek appropriate legal guidance so that the Organization can promptly
investigate further.
When an employee’s position requires spending Organization funds or incurring any
reimbursable personal expenses, that individual must use good jud gment on the
Organization’s beh alf to ensure that good value is received for every expenditure.
Organization funds and all other assets of the Organization are pu rposed for the
Organization only and not for personal benefit. This includes the personal use o f
organizational assets, su ch as computers.
Organization Records and Communications:
Accurate and reliable records of many kinds are ne cessary to meet the Organiza tion’s
legal and financial obligations and to manage the affairs of the Organizatio n. The
Organization’s boo ks and records must reflect in an accurate a nd timely manner all
business tra nsactions. The employees responsible for acco unting and record keeping
must fully disclose and record all assets, liabilities, or both, and must exercise diligence in
enforcing these requirements.
Employees must not make or engage in any false record o r com munication of any kind,
whether internal or external, includin g but not limited to:
¾ False expense, attenda nce, production, financial, or similar reports an d statements
¾ False advertising, dece ptive marketing practices, or other misleading representations
ORGANIZATIONAL CODE OF CONDUCT
EXAMPLE
Page 3 of 3
PE 0001
Eff. 7/2005
Dealing With Outside People and Organizations:
Employees must take ca re to separate their personal roles from their Organization
positions whe n communicating on matters not involvin g Organization business.
Employees must not use organization id entification, stationery, supplies, and equipment
for personal or political matters.
When comm unicating publicly on matters that involve Organization business, employee s
must not presume to speak for the Organization on any topic, unless they are certain that
the views they express are those of the Organization, and it is the Organization’s desire
that such views be publicly disseminated.
When dealing with anyone outside the Organization, including public officials, em ployees
must take care not to compromise the integrity or dam age the reputation of either the
Organization, or any outsid e individual, business, or government body.
Prompt Communications :
In all matters relevant to customers, suppliers, government autho rities, the public and
others in the Organization, all employees must make every effort to achieve complete,
accurate, and timely communication s - responding promptly and courteously to all proper
requests for i nformation and to all complaints.
Privacy and Con fidentiality:
When handling financial and personal information about customers or others with whom
the Organization has deali ngs, observe the following principles:
• Collect, use, and retain onl y the personal information necessary for the Organization’s
business. Whenev er possible, obtain any relevant information directly from the person
concerned. Use only reputable and re liable sources to supplement this information.
• Retain information only for as long as necessary or as required by law. Protect the physical
security of this information.
• Limit internal access to personal information to those with a legitim ate business reason for
seeking that informatio n. Use onl y personal information for the purposes for which it was
originally obtai ned. Obtain the consent of the person concerned before e xtern ally disclosing
any personal information, unless legal process or contractual obligation provides otherwise.
