Ethics in the Workplace Office of the Controller Business and Financial Services

Business & Financial Services BFS is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship. Accounts Payable Travel and Entertainment BARC (Cashiers, Accounts Receivable, Collections) General Accounting Extramural Funds Accounting Payroll Purchasing Contracts and Property Equipment Management Office of the Controller

Business & Financial Services Operating Principles Partner We partner with the campus and community to deliver solutions that best accomplish our mutual goals. Serve We are a service-oriented organization, responsive to our clients’ needs and committed to timely communication and solutions. Collaborate We are an inclusive team that develops a shared vision by respecting and incorporating diverse viewpoints. Adapt We embrace change in our environment of constantly evolving regulation, policy, and technology. Sustainable We consider social, economic, and environmental benefits in our business services and practices.

Presentation Goals In support of our mission, our goals today are to: Raise awareness of UCSB ethical standards Identify specific areas of concern on campus Offer tools to help in decision making Identify campus resources

Ethics in the Workplace Ethics Defined Ethics in the Workplace

Definition of ethics Relating to what is good or bad, having to do with moral* duty and obligation. 1 *relating to principles of right and wrong Ethics is not about being better than someone else; it’s about being the best we can be.2 1Webster’s New World Dictionary, 3rd College Edition 2 © 2000 Josephson Institute of Ethics - Reprinted with permission. In a nutshell, ethics are about doing the right thing.

Doing the Right Thing is Important UCSB is a public institution funded by the State of California with taxpayers dollars. We have stakeholders with a vested interest in how we manage our resources: Donors Funding agencies Students Parents Employees We have an obligation to make the very best use of our valuable resources.

Consequences of Wrongdoing What are some of the potential consequences? Negative impact to the UCSB public image Loss of donor gifts Impact to contract and grant awarding for research activities Tarnished department reputation Difficulty in recruiting the best and brightest students, faculty and staff Potential criminal or civil investigation Cost Resource allocation

Ethics in the Workplace Areas of Concern Ethics in the Workplace

Areas of Concern Travel Best Practice: Think like a taxpayer Consistently using the maximum daily meal allowance Requesting meal reimbursement for events where meals are provided Choosing airfare for the frequent flyer benefits instead of best pricing Best Practice: Think like a taxpayer

Areas of Concern Conflict of interest No clear separation between University and private interests/activities Accepting gifts from vendors Hiring a friend or relative as an employee or contractor Best Practice: Always be above-board when conducting University business. Remember, perception can be just as bad as the real thing!

Areas of Concern Personal use of resources and staff Office supplies Equipment Vehicles Computers Personal use of staff External committee assistance Travel arrangements Purchases/errands Best Practice: Remember that resources and staff are here to help you do your job

Areas of Concern Hiring and staffing practices Best Practice: Falsifying timekeeping records Misrepresenting work performance on evaluations Non-communication of work performance issues to employee Best Practice: Be fair and consistent

Ethics in the Workplace Toolbox Ethics in the Workplace

Toolbox Questions to ask How can you be sure that you are making the right choice? Think about… Are my actions legal? How would a person whose moral judgement I respect perceive my actions? Will I sleep soundly after making this decision? How will this decision look in the news?

Toolbox Warning bells How can you be sure that you are making the right choice? Listen for the warning bells… “Well, maybe just this once” “No one will ever know” “It sounds too good to be true” “Everyone does it” “Audit will never catch it” “We have always done it this way”

Toolbox Policies How can you be sure that you are making the right choice? Check to see if there are any regulations or policies which would restrict choices… UC System-wide Policy (handout) UCSB Local Policy (handout) University of California Statement of Ethical Values and Standards of Ethical Conduct (handout)

Toolbox Campus Resources How can you be sure that you are making the right choice? Check in with campus subject matter experts Department Chair Control Point Audit and Advisory Services (handout) Business and Financial Services (handout)

Toolbox Confidential Resources When in a pinch, use campus confidential resources Whistleblower website or hotline http://www.whistleblower.ucsb.edu or 800-403-4744 Reports may be made anonymously and are protected under UC policy from retaliation Office of the Ombuds Confidential, informal, independent, and neutral resource Provides informal and private consultation Safe, confidential, and impartial

Ethics in the Workplace Recap Review regulations and policies Think like a taxpayer Remember, perception can be just as bad as the real thing Be fair and consistent Ask questions and listen to warning bells Always be above-board when conducting University business Remember that resources and staff are here to help you do your job Check in with campus experts

Ethics in the Workplace Summary Do the right thing!

Ethics in the Workplace Questions? Ethics in the Workplace