Illinois CPA Society Code of Conduct for Employees
As of February 22, 2006
The Illinois CPA Society has earned a reputation for honesty and fairness with members, customers, suppliers, employees, communities and government entities. Employees of the Illinois CPA Society must always conduct themselves so as to maintain and enhance this reputation.
This Code of Conduct provides standards for business dealings. It is meant to provide guidance on the policies which are part of the Society’s philosophy. No Code can cover every possible circumstance. Illinois CPA Society employees are expected to live up to high moral and ethical standards, even if the specific situation is not covered in the Code. No one is encouraged or authorized to act in any way that would be immoral, unethical or illegal. Failure to abide by the Illinois CPA Society standards of ethical, moral and legal conduct can result in termination.
The Board of Directors has approved this Code of Conduct and has directed that it be administered uniformly and vigorously throughout all parts of the Society.
A. Definitions
The Illinois CPA Society includes the Illinois CPA Society and any of its related companies including the Illinois CPA Foundation, CPAs for the Public Interest, Illinois CPAs for Political Action and the CPA Endowment Fund of Illinois.
B. Theft
No Employee will steal, embezzle, or wrongfully take any money, goods, services or benefits belonging to the Illinois CPA Society or any member, customer, supplier or any other person or organization.
C. Improper Payments to Others
No unethical or illegal means will be used to get business. No direct or indirect payments, gifts, contributions, services, bribes, kickbacks, or payoffs will be made to any organization, firm or individual to procure orders, contracts or favorable treatment.
Persons with ability to influence or enhance the Society’s business may be entertained. Entertainment expenses should be reasonable. Unusual entertainment expenses must be cleared in advance with the CEO or a Vice President of the Illinois CPA Society. Vice Presidents should get clearance from the CEO, and the CEO should get clearance from the Board Treasurer.
D. Improper Payments from Others
No Illinois CPA Society employee will accept a payment, gift, contribution, commission, property or service for any purchase, payment or action of the Illinois CPA Society or for any promise of purchase, payment or action by the Illinois CPA Society. No Illinois CPA Society employee will accept any bribe, kickback, payoff, or anything of value, or any promise of such which might appear to place the Illinois CPA Society or Illinois CPA Society employees under obligation.
Illinois CPA Society employees may accept nominal gifts and customary entertainment as part of continuing relationships with suppliers or others relating to the Society so long as the value in the aggregate during any fiscal year is reasonable in terms of the business relationship, and such gifts and entertainment, if valued in excess of $200, are preapproved by the Illinois CPA Society employee’s supervisor.
An Illinois CPA Society employee may accept free lodging or meals in a customer or supplier facility so long as it is on Illinois CPA Society business and is noted on the expense report.
E. Standards for Business Relationships
Illinois CPA Society employees will always treat with respect members, customers, suppliers, coworkers, applicants for employment and others whom they encounter in a business capacity.
Discrimination against or harassment of members, customers, suppliers, coworkers, applicants for employment or others on the basis of race, religion, sex, sexual orientation, age, disability or national origin will not be tolerated.
An Illinois CPA Society employee may not use his or her position with the Illinois CPA Society to influence the behavior of a member, customer, supplier, coworker, applicant for employment or other person for the principal purpose of deriving a personal benefit.
An Illinois CPA Society employee may not use Illinois CPA Society letterhead, telephones, computers or other communications facilities (i) to create the impression, without authority, that any communication has the Illinois CPA Society’s official sanction; (ii) for any illegal or immoral purpose, any political purpose, or any commercial purpose other than official Illinois CPA Society business; or (iii) for personal purposes other than reasonable, customary, nonconfidential communications.
When procuring goods and services for the Illinois CPA Society, Illinois CPA Society employees will select reputable and responsible vendors, and will avoid sources whose business practices do not meet the Illinois CPA Society’s standards of ethical conduct and corporate citizenship.
F. Proper Recording and Accounting
No sales, receipts, disbursements, purchase or rental of assets, disposition of assets, or any other financial transaction shall take place without being promptly and correctly entered upon the regular books and records of the Illinois CPA Society. All entries shall be made in accordance with Illinois CPA Society policy, generally accepted accounting principles, and legal requirements. No false or artificial entries will be made.
No Illinois CPA Society employee shall take any action to improperly influence, coerce, manipulate, or mislead any accountant, auditor or other person, with the purpose or effect of causing the books and records of the company to not meet generally accepted accounting principles or to violate any legal requirement.
G. Political Contributions
Illinois CPA Society stationery or other Illinois CPA Society identified materials will not be used for personal political communications. Nothing in this Code shall prevent any Illinois CPA Society employee from making contributions of his or her own funds or time to any political candidate or organization.
H. Conflict of Interest
No Illinois CPA Society employee will use any assets, funds or other resources of the Illinois CPA Society for personal benefit or for the benefit of another person or organization, unless such use serves the best interests of the Illinois CPA Society in the normal course of business.
No Illinois CPA Society employee will have an outside business activity or interest which might affect that person’s ability to act in the Illinois CPA Society’s best interests. If there is a possibility that an outside activity may be a conflict of interest, it must be reported to one’s superior and noted on the Certificate of Business Conduct.
No Illinois CPA Society employee will use the company name or letterhead in solicitations or other non-business activities.
If circumstances arise where it is in the best interest of the Illinois CPA Society to deal with outside organizations associated with Illinois CPA Society employees, such dealing will be approved in advance by the Board, CEO or an appropriate officer with no interest in the matter, after full disclosure of such associations. No dealings between the Illinois CPA Society and outside organizations associated with Illinois CPA Society employees may be approved unless they are on terms as favorable to the Illinois CPA Society as could have been obtained from unrelated parties. Further, any such dealings shall be fully documented by purchase orders, requisitions, invoices and similar written records and authorizations. Any employee who believes that he or she is about to enter into such dealings shall seek advance approval from the Board, CEO or an appropriate officer before going ahead with any transaction.
No relative of an Illinois CPA Society employee will be employed by, and work in a division or department controlled or managed by that Illinois CPA Society employee without advance clearance from the President or Chairperson.
I. Information Handling
Confidential company information known by Illinois CPA Society employees will not be disclosed to any individual or organization not authorized to have such information. This includes information stored in company computer and intranets, which is subject to the same restrictions on disclosure as other company confidential information.
Information given to Illinois CPA Society employees by an outside customer, supplier, member or other source, which is known or reasonably should be known to be sensitive or confidential, will not be disclosed to any unauthorized person either inside or outside the Illinois CPA Society.
No Illinois CPA Society employee will buy or sell, or recommend to others to buy or sell, any security or other property interest based on knowledge obtained from association with the Illinois CPA Society but not generally available to the informed public.
J. Copyrighted Materials
It is the policy of the Illinois CPA Society to respect the intellectual property rights of others. Except for legally permitted “Fair Use,” or routing of original publications no Illinois CPA Society employee will use or copy any copyrighted materials, whether textual, graphical, or musical, and whether in printed or electronic form, without permission of the copyright owner.
In particular, software protected by copyright will not be copied for either personal or company use without permission of the copyright owner. This includes software available from outside sources as well as software created by the Illinois CPA Society. Software created by or for the Illinois CPA Society but not copyrighted is a company asset and may involve important trade secrets. Such software may not be copied nor be used for personal benefit or gain.
K. Legal Proceedings
Illinois CPA Society employees shall immediately notify their respective Vice President of any impending or active legal proceedings which might involve the Illinois CPA Society or which might potentially damage Illinois CPA Society’s reputation, either by involvement of the company or by involvement of any person connected with the company.
No Illinois CPA Society employee is authorized to break any law of any government unit on behalf of the company or in pursuit of company business. No Illinois CPA Society employee shall induce or attempt to induce anyone else to break the law.
L. Promises and Commitments
No Illinois CPA Society employee shall make any promises, commitments, pledges, or representations which the person is not authorized to make or which the person has reason to believe cannot be kept.
M. Code Operation
Every Illinois CPA Society employee will read the Code of Conduct and sign the Certificate of Business Conduct at the time of appointment or hiring, and annually thereafter. Good business conduct is important for every Illinois CPA Society employee. The Code of Conduct should be made available to every employee, but especially to those who handle significant sums of money or assets, make purchasing decisions, represent the company in important business solicitations, or handle confidential information. Signed certificates will be retained in the Illinois CPA Society’s permanent files. If a conflict arises after an employee has signed the Code, the employee must disclose the new circumstances to an appropriate senior manager immediately.
Questions of conduct will receive the highest priority whenever raised by persons inside or outside the company. Managers must respond promptly to any matters regarding conduct covered by this Code. Any matters which cannot be promptly resolved or which require interpretation should be taken to the President or Chairperson and need not pass through normal business channels.Any person with a concern relating to Code of Conduct matters may bypass his or her immediate superior and go directly to the President or Chairperson.
Approved:
Illinois CPA Society Board of Directors
February 22, 2006