103: Ethics in Purchasing and Contracting
Procurement and Contract Services Policy & Procedures Manual
Section 100: Purchasing and Contract Ethics
Employment at Oregon State University is a public trust. The ethical standards that OSU employees must maintain encompasses the highest standards of honesty, integrity, impartiality and professionalism in conducting business on behalf of the University. As employees responsible for maintaining the integrity of the solicitation, procurement and contracting processes and as stewards of the University and taxpayers dollars it is especially important that OSU employees avoid even the perception of a conflict of interest.
103-001: Ethics Statement for Employees in the Procurement Process
Under Division 61 of the Oregon University System (OUS) Procurement and Contracting Code, OAR 580-061-0000 persons employed by Oregon State University (OSU) who purchase goods and services, or are involved in OSU’s procurement process must, on an annual basis, submit a statement that the employee has reviewed and will comply with the OUS Code of Ethics. OSU employees not involved in the procurement process as part of their routine duties, but who will be involved in a particular project must submit a statement that the employee has reviewed and will comply with the OUS Code of Ethics at the commencement of their involvement in such project. Employees may utilize the OUS online tool to review the OUS Code of Ethics and submit a statement that the employee has reviewed and will comply.
1. Access the OUS online tool at: http://www.ous.edu/qapp/ethics/
2. Enter your first name, last name, email address, institution and faculty/staff ID.
3. After logging in, thoroughly read the OUS Code of Ethics.
4. If you agree to the OUS Code of Ethics, scroll to the bottom of the screen and click on “I agree” to complete the process.
5. Once submitted, the system sends an automated email receipt of completion to the employee with a copy to the OSU Chief Procurement Officer.
103-002: Authority to Purchase or Enter into Contracts
Employees may not procure goods or services or enter into Contracts outside of the employee’s budget authority, purchase authority, Institutional authority or Contract signature authority.
103-003: Purchase/Payment Fragmentation
Employees shall not fragment purchases or payments in order to avoid following a regulation, policy or procedure. Anticipated and estimated purchases shall be aggregated whenever possible to accurately reflect purchase totals and gain economies of scale as available with quantity purchases.
103-004: Process Circumvention
Employees may not circumvent regulations, policies or procedures by using personal funds for the purchase and then seeking reimbursement or by using an alternate funding source or contracting method which will be indirectly reimbursed or paid for by OSU.
103-005: Bid Shopping
Employees involved in the procurement process will not disclose a Vendor’s price to competitors in order to have a competitor beat the Vendor’s price. Price results may only be given to Vendors once the final selection is made.
Collusive behavior will not be tolerated from employees or Vendors. Collusive behavior includes but is not limited to, making agreements or understandings between two or more persons to commit a fraudulent, deceitful, unlawful or wrongful act in order to provide an unfair advantage.
103-007: Document Fabrication
Altering, fabricating, destroying, misrepresenting, or forging Contracts or documents for personal gain or an unfair advantage is prohibited.