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Ethical Guidelines

Understand the University’s ethical standards and conflict of interest expectations for purchasing and business relationships.

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Ethical Guidelines

All faculty, staff, and students must avoid conflicts of interest between their obligations to the University and their personal affairs. No faculty, staff member, or student should have an economic interest in, or relationship with, any supplier, person, or corporation doing business with the University if there is a chance it could influence the employee’s or student’s actions on behalf of the University. All BEN Buys users, Purchasing and Travel Card cardholders must adhere to the Procurement Code of Ethics and Conflict of Interest statements.

All University employees and students in the University’s decentralized purchasing environment must be sensitive to issues of confidentiality. It is improper and prohibited to discuss and/or share pricing information, trade secrets, or proprietary information with or among suppliers. The University actively encourages an open academic environment where teaching, conducting research, and disseminating knowledge are the principal goals of the Institution. To further these missions, the University has relied and shall continue to rely on the good judgment, professional commitment, and moral ethics of the University members to protect themselves and the University from conflicts of interest and buying ethics.

To avoid actual or perceived conflicts of interest, no University employee shall solicit or accept any gift, favor, loan, gratuity, reward, or promise of future employment that might influence or appear to influence the judgment or conduct of the employee as it concerns University business. Employees may accept occasional unsolicited courtesy gifts or favors (e.g., business lunches, tickets to social or sporting events, holiday baskets) so long as the gifts or favors are of nominal market value (less than $25), are customary in the industry, and will not influence or appear to influence the judgment or conduct of the employee in relation to University business.

Code of Ethics

All purchasing activities conducted on behalf of the University of Pennsylvania, whether performed by Procurement Services or other University employees, must be in compliance with the following ethical standards:

  • Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications.
  • Demonstrate loyalty to the University of Pennsylvania by diligently following the lawful instructions, using reasonable care and only the authority granted.
  • Refrain from any private business or professional activity that would create a conflict between personal interests and the interests of the University of Pennsylvania.
  • Refrain from soliciting or accepting money, loans, credits, or prejudicial discounts, and the acceptance of gifts, entertainment, favors or services from present or potential suppliers, which might influence, or appear to influence procurement decisions. Supplier-paid site visits or training for University employees are not permitted unless stipulated as part of a formal supplier contract that was reviewed and approved by Procurement Services.
  • Handle information of a confidential or proprietary nature to the University of Pennsylvania and/or suppliers with due care and proper consideration of ethical and legal ramifications and governmental regulations.
  • Promote positive supplier relationships through courtesy and impartiality in all phases of the procure-to-pay cycle.
  • Refrain from reciprocal agreements, which restrain competition.
  • Know and obey the letter and spirit of laws governing the procurement function and remain alert to the legal ramifications of purchasing decisions.
  • Demonstrate support for socially responsible purchasing to include local business initiatives and sustainable purchasing programs.
  • Do not use University of Pennsylvania procure-to-pay systems for personal purchases, or use University of Pennsylvania buying power for personal benefit.
  • Conduct international procurement in accordance with the laws, customs, and practices of foreign countries, consistent with United States laws, and University of Pennsylvania financial policies and procedures and the above ethical standards.

Conflict of Interest

The Procurement Services webpage that you are attempting to view has been moved to the new BEN Helps Support portal.  This new portal is an intelligent service management solution which has been implemented by the Division of Finance and Procurement Services to improve the user experience by consolidating frequently accessed information in an organized and easily searchable format.

CLICK HERE to proceed to the BEN Helps Support portal.

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