Ethics Policy and Procedure
I. Purpose/Scope of the Policy
A. Barry University is committed to maintaining high standards for performance based on fair, ethical, and professional business practices. This policy describes the conduct and ethics required of all Barry University employees who participate in the purchasing process, and addresses issues including authorization for purchases, unauthorized purchases, employee-vendor relationships, conflict of interest, personal purchases, acceptances of gratuities by employees, and relationships with vendors.
B. Barry University also requires ethical conduct from those who do business with the University. Any effort to influence an employee to violate the University’s standards is grounds to void a contract. Vendors and Contractors will be required to acknowledge Barry University Purchasing Policies.
II. Definitionsa. The following definitions are included for clarity in this policy:
1. Unauthorized Purchases: a purchase for which (1) the individual has not been delegated the authority to make a purchase against the specified fund; (2) the individual has not been delegated the authority to make a purchase of a particular item; (3) the item to be purchased cannot be purchased against the specified fund; (4) there are insufficient funds to cover the expenditure; or (5) the proper purchasing procedures have not been followed.
2. No purchasing relationship with Near Relative: Spouse, child, parent, brother, sister, grandparent, grandchild, or in-laws and step-relatives in the same relationship.
III. Detailed Policy Statement
a. AuthorizationIn carrying out their purchasing responsibilities, University personnel shall:
The Purchasing Director is delegated the responsibility of procuring all material, supplies, equipment and services for Barry University. Excluded from this authority are contracts for construction, renovation of the University property or such transactions that the Board may wish to perform themselves or consent to have someone other than the Purchasing Director handle.
Purchasing authority can be delegated by the Purchasing Director to authorized individuals under specific circumstances, such as blanket orders, assigned Purchase Orders and Purchase Card transactions.
Purchases may only be made by employees who have received authorization from the Purchasing Director or other designee.
b. Employee-Vendor Relationship
Purchases, lease of goods, or contracts for services shall not be made from any employee or near relative who has an employee-vendor relationship unless there has been a specific determination by the Purchasing Director that the goods or services are not available either from commercial sources or from the University own facilities.
c. Conflict Of Interest
No employee of the Barry University shall make, participate in, or attempt to influence any decision if the employee knows or has reason to know that he/she has a financial interest in the outcome of that decision.
d. Personal Purchases
Barry University employees shall not use company credit, purchasing power, or facilities to make purchases of goods or services for themselves or for non-Universities activities.
Barry University employees shall refrain from accepting gifts, entertainment, favors or services from present or potential suppliers to the University that might influence, or appear to influence, purchasing decisions. Employees may accept trivial items as a matter of courtesy, but may not solicit them.
f. Vendor Relationships
1. Know and observe fair, ethical, and legal trade practices and remain alert to the legal ramifications of purchasing decisions.
2. Encourage competition through open, equitable and fair practices.
3. Conduct business with potential and current suppliers openly, fairly, equitably, and in an atmosphere of good faith.
4. Avoid restrictive specifications.
5. Avoid the intent and appearance of unethical or compromising practices.
6. Promote positive supplier relationships through courtesy and impartiality in all phases of the purchasing cycle.