For procurements the following additional and detailed guidelines must apply:
1. Use of position
Employees must not use their position for personal gain, but rather behave in a way that maintains and earns respect for the position and thus that gives a good impression of HiOA.
- HiOA staff must not seek to obtain advantages for themselves or related persons so that their integrity could be questioned.
- HiOA employees must not in a preparatory phase express a procurement need that could be perceived by others as a conflict of interests. This applies to both direct personal interests and interests of related persons.
- The purchaser must give a written justification of purchases made from firms where HiOA employees have interests. The purchase must be approved by the immediate supervisor.
- If one’s own personal interests could influence the decision in a case that one has professional responsibility for, or if others consider this as likely, the matter must be submitted to the immediate supervisor for a ruling on the question of disqualification.
3. Business relations and social interaction
Moderate forms of hospitality and socializing is part of polite business relations. The extent of such attention however must not evolve so that it affects the decision-making process, or so that others might have reason to believe that it does. The amount of attention must be in correlation to business /service related needs.
4. Gifts and other provisions
- Employees must not accept gifts, commissions, services or other provisions for themselves or anyone else that are likely to influence acts of service, or by the giver meant to do so. This does not include smaller promotional products and for instance Christmas greetings in the form of small gifts with little value, where it is obvious that the provision is not meant to affect acts of service.
- Whether a provision can be accepted or not depends on the specific assessment of each single case. What is important to assess is whether the provision would affect the recipient's integrity or give such an impression to others, or whether it could cause harm to the person concerned or to HiOA.
- Provisions related to a specific case that is up for decision, must not be admitted. If there is doubt about whether a provision can be received, it must be rejected.
5. Travelling in the service
When suppliers or the service sector offer visits to private businesses, trips to exhibitions etc. it is a prerequisite that HiOA covers the costs of travel and accommodation.
6. Private use of framework agreements
Employees should not use framework agreements made with suppliers for the supply of goods and services to HiOA for personal use. The foregoing also applies to employees’ closely related persons if the benefit is considered to have a correlation with the workers employment at HiOA.
7. Confidential and correct information
Confidential information received in connection with the provision of services should not be used for personal gain. Information received about offers or services from the market must be treated confidentially and must not be misused against competing providers. HiOA employees shall act in accordance with good business practice, have high business ethical standards and ensure equal treatment of suppliers.
8. When in doubt
If you have any doubts related to the interpretation of these rules, the matter must be submitted to the immediate supervisor.