Supplier Code of Conduct
Scope
This document establishes a code of conduct to ensure current and potential University suppliers act in accordance with the University's ethical and environmental standards.
Intent
Indiana University is committed to conducting its business in an ethical, legal, and socially responsible manner. The University expects its suppliers to share this commitment and, therefore, has established this Supplier Code of Conduct. Although there may be different legal and cultural environments applicable to its suppliers, University suppliers shall demonstrate a strong good-faith effort to meet these standards in order to do business with the University.
Supplier Code of Conduct
Compliance with Laws, Regulations and Published Standards
University suppliers shall comply with all applicable laws, codes or regulations of the countries, states, and localities in which they operate. This includes, but is not limited to, laws and regulations relating to environmental, occupational health and safety, and labor practices. In addition, University suppliers shall expect their suppliers (including temporary labor agencies) to do the same. University suppliers shall conform their practices to any published standards for their industry.
Environmental Practices
University suppliers shall comply with all environmental laws and regulations applicable to their operations worldwide. Such compliance shall include, among other things, the following items:
- Obtaining and maintaining environmental permits and timely filing of required reports.
- Proper handling and disposition of hazardous materials.
- Monitoring, controlling and treating discharges generated from operations.
Occupational Health and Safety Practices
University suppliers shall provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the supplier. Suppliers shall, among other things, provide:
- Occupational health and safety training.
- A system for injury and illness reporting.
- Medical treatment and/or compensation to injured/ill workers arising as a result of working for supplier.
- Machine safeguarding and other protective measures to prevent injuries/illnesses to workers.
- Clean and safe facilities.
Labor Practices
The University expects its suppliers to adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, suppliers shall comply with the following standards:
| Freely Chosen Employment |
| Suppliers shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor or otherwise. |
| No Child Labor |
| Suppliers shall comply with local minimum working age laws and requirements and not employ child labor. |
| Minimum Wages |
| Suppliers shall provide wages for regular and overtime work and benefits that meet or exceed legal requirements set by local laws. |
| Working Hours |
| Suppliers shall not require workers to work more than the maximum hours of daily labor set by local laws. |
| No Harsh, Inhumane Treatment or Abuse |
| Suppliers shall treat each employee with dignity and respect. In no event shall Supplier's workers be subject to threats of violence, physical punishment, confinement or other form of physical, sexual, psychological or verbal harassment or abuse. |
| No Discrimination |
| Suppliers shall not discriminate in its employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed or any other basis prohibited by law. |
| Freedom of Association |
| Suppliers shall recognize and respect the rights of its workers to organize in labor unions in accordance with local labor laws and established practices. |
Ethical Business Practices
Suppliers shall conduct their businesses in accordance with the highest standards of ethical behavior and in accordance with applicable laws and regulations. Suppliers are expected to conform to these requirements in each of the following areas:
| Fair Trade Practices |
| Suppliers shall not engage in collusive bidding, price fixing, price discrimination or other unfair trade practices in violation of antitrust laws. |
| Bribery, Kickbacks and Fraud |
| No funds or assets of the supplier shall be paid, loaned or otherwise disbursed as bribes, “kickbacks”, or other payments designed to influence or compromise the conduct of the University. |
| Foreign Corrupt Practices Act |
| While laws and customs vary throughout the world, all suppliers shall comply with foreign legal requirements and United States laws that apply to foreign operations, including the Foreign Corrupt Practices Act. The Foreign Corrupt Practices Act generally makes it unlawful to give anything of value to foreign government officials, foreign political parties, party officials, or candidates for public office for the purposes of obtaining or retaining business. |
| University Policies and Procedures |
| Suppliers shall comply with the University's published policies and procedures. |
| Intellectual Property Rights |
| Suppliers shall respect the intellectual property rights of others, including the University, its affiliates and business partners. Suppliers shall take appropriate steps to safeguard and maintain confidential and proprietary information of the University and shall use such information only for the purposes specified for use by the University. Suppliers shall observe and respect all University patents, trademarks and copyrights and comply with all requirements as to their use as established by the University. Suppliers shall not transmit confidential or proprietary information of the University via the internet unless such information is encrypted in accordance with minimum standards established by the University. |
| Animal Welfare |
| Suppliers shall comply with all local laws regulating the standards of care and limitations on use of animals in research, training, testing. |
Export Sanctions/Terrorism Activities
University suppliers shall abide by all economic sanctions or trade embargoes that the United States has adopted, whether they apply to foreign countries, political organizations or particular foreign individuals and entities.
Suppliers should not directly or indirectly engage in or support any terrorist activity. Neither suppliers nor any of their affiliates, nor any officer or director of the supplier or any of its affiliates, should be included on any lists of terrorists or terrorist organizations compiled by the United States government or any other national or international body.
Solicitations by Suppliers
All suppliers shall comply with all guidelines issued by the University relating to access to University facilities, offices and departments, and employees. No Supplier shall use the University's computer system, including its electronic mail system and internet site, for the purpose of sending unsolicited electronic mail messages to the University community.
Suppliers shall receive prior written authorization from the University's Purchasing Department to hold trade shows, demonstrate products, utilize University resources (i.e., bulletin boards), or make unsolicited calls on University departments.
Monitoring and Compliance
Suppliers shall conduct audits and inspections to insure their compliance with this Supplier Code of Conduct and applicable legal requirements. If a supplier identifies areas of non-compliance, the supplier agrees to notify the Purchasing Department as to its plans to remedy any such non-compliance.
Any University supplier or University employee that becomes aware of violations to this set of guidelines is encouraged to notify the Purchasing Department. Based on the assessment of information made available to the University, the Indiana University reserves the right (in addition to all other legal and contractual rights) to disqualify any potential supplier or terminate any relationship with any current supplier found to be in violation of this Supplier Code of Conduct without liability to the University.
Payment Terms
Payments will be made, based on basic net 30-day terms, post receipt of a detailed invoice from Consultant by Accounts Payable Department listed below.
Invoices: Invoices can be submitted through the following methods: 1) your Supplier Portal; 2) by email as a PDF or Word file to invoice@iu.edu (please note that Excel files will be rejected), 3) cXML submission, or 4) sent to Indiana University Accounts Payable, PO Box 4527, Scranton, PA 18505 (NO Fax);
- Purchase Order Number (REQUIRED)
- Supplier name in header of invoice
- Supplier remit to address clearly indicated on invoice
- Supplier invoice # and invoice date indicated on invoice
- Sufficient itemization to know what goods/services were provided
- Billing Name: Indiana University (not the department or the university representative you are working with)
- Billing Amount
Applications/Exclusions
This Supplier Code of Conduct is a general statement of the University's expectations with respect to suppliers. This document should not be read in lieu of but in addition to any supplier obligations as set forth in any (i) request for proposal or other solicitation, or (ii) agreements by and between Indiana University and the Supplier. In the event of a conflict between this set of guidelines and any University solicitation document or applicable agreement, the terms of the University solicitation or agreement shall control.
No exclusions are applicable to this document.
