Purchasing Ethics and Confidentiality (C-33)
Original Implementation: Unpublished
Last Revision: April 13, 2006
Credibility and public confidence are vital throughout the purchasing and contracting process. If any involved party displays a lack of honesty, integrity or openness, the entire program is injured. Even the shadow of doubt can be as harmful as the conduct itself.
Any SFA employee involved in any form of procurement or the procurement process may not:
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participate in work on a contract by taking action as an employee through decision, approval, disapproval, recommendation, giving advice, investigation or similar action knowing that the employee, or member of their immediate family has an actual or potential financial interest in the contract, including prospective employment;
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solicit or accept gifts or gratuities which might tend to influence purchasing decisions;
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be employed by, or agree to work for, a vendor or potential vendor;
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knowingly disclose confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of another person.
When an actual or potential violation of any of these standards is discovered, the person involved shall promptly file a written statement concerning the matter with an appropriate supervisor. The person may also request written instructions and disposition of the matter.
If an actual violation occurs or is not disclosed and remedied, the employee involved may be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be barred from receiving future contracts and/or have an existing contract canceled.
If not related to a particular transaction, University employees may accept from vendors and others: (1) unsolicited advertising or promotional material such as pens, pencils, scratch pads, and calendars; (2) occasional business lunches or food and refreshments of insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or fruitcake, etc.) that are merely tokens of appreciation. Refer to Ethics Policy E-56 for the statutory definition of a "benefit."
Written disclosure must be signed by the President for any contract of $1 million or more in value. All such written disclosures will be retained in the Purchasing Office. Reference Ethics Policy E-56 for specific information regarding the disclosure.
Specific disclosure is required for Consultant Contracts by any officer or employee with a financial interest or an individual related to the officer or employee with a financial interest. Reference Professional and Consultant Services Policy C-45 for specific information regarding the disclosure.
Purchasing professionals have the right under law to have any ethics question reviewed and decided by the State Ethics Commission. If you wish to learn whether a specific action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino La Costa, Austin, Texas 78752 or call them at 1-800-325-8506.
Source of Authority: Vice President for Finance and Administration, Texas Government Code 2262.004, Texas Government Code 2254.032
Cross Reference: Ethics Policy E-56, Professional and Consultant Services Policy C-45
Contact for Revision: Director of Purchasing and Inventory
Forms: None