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April 19, 2023
Copyright © 2010 WeComply, Inc. All rights reserved.
Ethics and Compliance Basics
Note to Trainer
April 19, 2023
Copyright © 2010 WeComply, Inc. All rights reserved.
Ethics and Compliance Basics
Introduction
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 3
We expect our employees —
• Not to misrepresent our position• To promptly correct anything that seems to be
misunderstood• To follow established accounting procedures that
ensure complete and accurate recording ofbusiness transactions
• To report suspicions of improper accounting orauditing practices to a supervisor, audit-committee member or Legal Department
There will be no retaliation against employees who report questionable accounting or auditing matters
Honesty and Fairness
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 4
In the news…
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 5
Respect for diversity is a fundamental part of —
• Maintaining a respectful and productive work environment
• Serving a diverse customer base
We hire and promote people based on qualifications,performance and abilities
All employees and applicants have equal opportunitiesfor success
Discriminating against or harassing a co-worker may be against federal and/or state law
Diversity and Respect
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 6
Pop Quiz!
Sandy is interviewing Henry for a job. She can see that Henry is probably in his late fifties. She says to him, "You know, a lot of people who work here are just out of college; we have a very young environment." Is Sandy's statement appropriate?
A. Yes, Sandy is just stating a fact about the job — not making a comment about Henry.
B. It depends whether Sandy actually asks Henry how old he is at some other point in the interview.
C. No, Sandy's statement could have discriminatory implications.
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 7
Conflict of interest: A situation in which personal or private interest interferes with your ability to do your job fairly and ethically
Don't compete with our organization, and never let business dealings be influenced by personal or family interests
Conflict-of-interest settings:
• Receiving gifts or favors from a customer orsupplier
• Participating in activities that compete withour organization
•Allowing family or personal relationships to influence judgment
•Giving or offering gifts or favors to government employees
Conflicts of Interest
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 8
Conflicts of Interest (cont’d)
Conflict of interest: A situation in which personal or private interest interferes with your ability to do your job fairly and ethically
Don't compete with our organization, and never let business dealings be influenced by personal or family interests
Conflict-of-interest settings:
• Receiving gifts or favors from a customer orsupplier
• Participating in activities that compete withour organization
•Allowing family or personal relationships to influence judgment
•Giving or offering gifts or favors to government employees
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 9
Conflicts of Interest (cont’d)
Conflict of interest: A situation in which personal or private interest interferes with your ability to do your job fairly and ethically
Don't compete with our organization, and never let business dealings be influenced by personal or family interests
Conflict-of-interest settings:
• Receiving gifts or favors from a customer orsupplier
• Participating in activities that compete withour organization
•Allowing family or personal relationships to influence judgment
•Giving or offering gifts or favors to government employees
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 10
Conflicts of Interest (cont’d)
Conflict of interest: A situation in which personal or private interest interferes with your ability to do your job fairly and ethically
Don't compete with our organization, and never let business dealings be influenced by personal or family interests
Conflict-of-interest settings:
• Receiving gifts or favors from a customer orsupplier
• Participating in activities that compete withour organization
•Allowing family or personal relationships to influence judgment
•Giving or offering gifts or favors to government employees
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 11
We have confidential and valuable information that qualifies as trade secrets
Federal and state laws require that we meet strict confidentiality standards for certain types of information we handle
Our policies require —
• Storing paper documents securely• Not leaving computer unattended with
confidential information on screen• Using strong password for network access
and not sharing it with others• Safeguarding mobile devices that contain sensitive personal data
Information Security
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 12
Information Security (cont’d)
We have confidential and valuable information that qualifies as trade secrets
Federal and state laws require that we meet strict confidentiality standards for certain types of information we handle
Our policies require —
• Storing paper documents securely• Not leaving computer unattended with
confidential information on screen• Using strong password for network access
and not sharing it with others• Safeguarding mobile devices that contain sensitive personal data
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 13
Our business records are among our most important and valuable assets
Business records include essentially everything you produce,regardless of format
We are required by law to maintain certain types ofbusiness records
We have established policies and guidelines regarding —
• What records to keep and for how long
• What records to dispose of and how to dispose ofthem
If you have record-management questions, ask your supervisor
Business Records
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 14
Pop Quiz!
Mike learns that the company is involved in a major lawsuit that affects another office in a different state. What does he need to do with regard to the company's record-retention policy?
A. Nothing, because the lawsuit involves another office.
B. Nothing, except follow the existing record-retention guidelines.
C. Consult with the Legal Department before following existing record-retention guidelines.
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 15
We provide secure network, e-mail, Internet access, instant-messaging and voicemail for use in conducting our business
Communications and information on these systems are our organization's records
We may monitor these systems without permissionfrom employees
Employees should not have an expectation of privacyin anything they do on our e-communication systems
Improper use of our e-communication systems can lead to discipline — and possibly termination — of employee(s) involved
Electronic Communications
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 16
Maintaining safe and sustainable environment is vital to our health and well-being
We strive to provide safe working environment and to meet or exceed standards governing workplace safety, health andenvironment
You should be familiar with ouremergency-preparedness plans and assist inimplementing emergency response
If asked to do something harmful to health or environment, do not comply and report it immediately
Health, Safety and the Environment
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 17
Drug and alcohol abuse in the workplace has significant negative effects
Drug and alcohol abuse reduces productivity and is detrimental to workplace atmosphere
We are committed to providing safe and drug-freeenvironment
We require employees to be free of illegal drugs oralcohol in the workplace
Employees may not drink alcoholic beverages during work hours, except at business meals or when served at events that we sponsor
If you suspect that a co-worker has a substance-abuse problem, report the matter to your supervisor or Human Resources
Alcohol and Drug Abuse
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 18
Drug and alcohol abuse in the workplace has significant negative effects
Drug and alcohol abuse reduces productivity and is detrimental to workplace atmosphere
We are committed to providing safe and drug-freeenvironment
We require employees to be free of illegal drugs oralcohol in the workplace
Employees may not drink alcoholic beverages during work hours, except at business meals or when served at events that we sponsor
If you suspect that a co-worker has a substance-abuse problem, report the matter to your supervisor or Human Resources
Alcohol and Drug Abuse (cont’d)
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 19
We are committed to an environment free from violence, threats, harassment, intimidation and other disruptive behavior
All reports of workplace-violence incidents will betaken seriously
Individuals who commit violent acts may be subject todisciplinary action and/or criminal penalties
Don't ignore violent, threatening, harassing orintimidating behavior
If you observe or experience such behavior, report it immediately to a supervisor
Threats or assaults requiring immediate attention should be reported to 911
Workplace Violence
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 20
Pop Quiz!
For the past week, you've watched tensions mount between two co-workers who have very different political views. This morning, they almost came to blows. Which of the following prevention techniques should you avoid using?
A. Report the two co-workers to your supervisor.
B. Make sure you have the right emergency phone numbers handy.
C. Step between the two co-workers the next time they start arguing and order them to stop.
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 21
Right to make political contributions and lobby is heavily regulated
Rules regarding political activity:
• You have right to vote and be politically active on yourown behalf, on your own time and using your ownresources
• Only designated representatives may speak on ourbehalf about politics and related matters
• Never use our funds or resources for political activities
• Never feel pressured to make political contribution or to vote in a certain way by anyone working for us or on our behalf
Political Activity
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 22
Antitrust laws are intended to promote competition for benefit of consumers
Laws target various anti-competitive practices:
• Agreements between competitors
• Agreements between manufacturers and distributors
• Agreements between suppliers and customers
• Predatory practices by companies with monopoly power in their markets
Anti-Competitive Conduct
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 23
Employees may not give anything to a customer or supplier as inducement to obtain business or favorable treatment
Employees may not give anything to public officials to have law or regulation enacted or defeated, or for award ofbusiness
Employees may not accept anything in return forfavorable treatment from customers or suppliers
Foreign Corrupt Practices Act (FCPA) makes it illegal to give anything of value to a foreign official to obtain or retain business
Violations of the FCPA can lead to substantial civil and criminal liability
Bribery and Kickbacks
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 24
Employees may not give anything to a customer or supplier as inducement to obtain business or favorable treatment
Employees may not give anything to public officials to have law or regulation enacted or defeated, or for award ofbusiness
Employees may not accept anything in return forfavorable treatment from customers or suppliers
Foreign Corrupt Practices Act (FCPA) makes it illegal to give anything of value to a foreign official to obtain or retain business
Violations of the FCPA can lead to substantial civil and criminal liability
Bribery and Kickbacks (cont’d)
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 25
Pop Quiz!
Knowing that a high-ranking foreign-government official will soon be awarding a new contract on which XYZ Inc. is bidding, an XYZ sales manager contacts the official's son and offers to help him get admitted to a U.S. university. Does this raise any legal issues?
A. No, because the offer was made to the official's son — not to the official herself.
B. Maybe, if the son accepts the offer.
C. Yes, if the son's admission would have been of value to the official.
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 26
Acting dishonestly or unethically will not work to your or our advantage
• You will have to live with consequences
• You will be working in unethical environment thatyou helped create
You have a zone of control
• When you act ethically within this zone, your environment is one of integrity
• You are less affected by any unethical people around you because you are not engaged in their activities
• We will take all reports of unethical conduct seriously and do all we can to contribute to an ethical business environment
Working with Integrity
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 27
All employees are responsible for understanding and following policies, procedures and applicable laws
Violations may lead to disciplinary action, up to andincluding termination of employment
Employees are required to report violations that theyobserve or learn of
Employees who have knowledge of wrongdoing but fail to report it may be subject to disciplinary action
We will treat the information reported confidentially to the extent possible
We will not retaliate against an employee who makes a good-faith report of a suspected violation or irregularity
Reporting Violations
Ethics and Compliance Basics
April 19, 2023 Copyright © 2010 WeComply, Inc. All rights reserved. 28
Final Quiz