Ethical Business Conduct at UMBC

Commitment to Integrity

UMBC is committed to maintaining the highest standards of ethical conduct in all financial and business activities. Every employee plays a vital role in safeguarding the university’s reputation and ensuring compliance with laws, regulations, and policies. All Faculty and Staff at UMBC have a responsibility to be cognizant of and comply with policies and procedures that encourage good ethics business behavior.

Core Principles

  • Integrity and Honesty
    Conduct all business transactions truthfully and transparently.
  • Compliance
    Adhere to federal, state, and university policies, including financial and procurement regulations.
  • Accountability
    Take responsibility for actions and decisions, ensuring proper documentation and reporting.
  • Fairness and Respect
    Treat colleagues, vendors, and stakeholders with professionalism and impartiality.

Ethical Principles

All employees are expected to exhibit and promote the highest standards of honest and ethical conduct through compliance with policies and procedures that:

  • Promote effective accountability and oversight of financial activities
  • Encourage and reward professional integrity in all aspects of financial activity by eliminating inhibitions and barriers to responsible behavior
  • Proactively promote ethical behavior among subordinates and peers
  • Prohibit and eliminate the appearance or occurrence of conflicts between what is in the best interest of the University and what could result in material personal gain
  • Provide a mechanism for University employees to inform university financial officers and MAS of deviations in practice from policies and procedures governing honest and ethical behavior
  • Demonstrate their personal support for such policies and procedures through periodic communication reinforcing these ethical standards
  • Encourage employees to act in good faith, responsibly, with due care, and diligence, without misrepresenting or omitting material facts or allowing independent judgment to be compromised
  • Educate University employees about federal, state or local laws, rules and regulations that affect their operation

 

Expectations for Employees in Financial or Business Roles

Employees entrusted with financial responsibilities must:

  • Avoid conflicts of interest and disclose any potential issues promptly.
  • Protect university resources from misuse, fraud, or waste.
  • Maintain confidentiality of sensitive information.
  • Report unethical or suspicious activities through appropriate channels.

Examples of Ethical Practices

  • Accurate Recordkeeping: Ensure all transactions are properly documented.
  • Proper Authorization: Obtain required approvals before committing university funds.
  • Vendor Relations: Select vendors based on merit and compliance, not personal gain.
  • Gifts and Gratuities: Do not accept gifts that could influence business decisions.

Operational Guidelines

Employees are expected to support the quality of University financial records, reports, and handling of University assets as follows:

  • The physical handling of financial instruments such as cash, checks, credit cards, and related receipts must be done in a sufficiently secure manner as to prevent loss or misappropriation
  • Only those financial transactions representing legitimate University business activities are to be processed through the University accounts
  • Accounting records, as well as reports produced from those records, must be kept and presented in accordance with applicable retention schedules
  • Business transactions must be properly authorized and completely and accurately recorded on the University’s books and records in accordance with established University financial policies
  • Records must fairly and accurately reflect the transactions or occurrences to which they relate
  • Records must fairly and accurately reflect in reasonable detail the University’s assets, liabilities, revenues and expenses
  • Accounting records must not contain any intentionally false or misleading entries
  • Transactions must be supported by accurate documentation in reasonable detail and recorded in the proper account and in the proper accounting period
  • The retention or proper disposal of University records shall be in accordance with established retention schedules
  • Sensitive or confidential information used in the performance of job responsibilities must be kept confidential, and released only to an appropriate University official or when legally compelled. Confidential information acquired during the performance of job responsibilities is not to be used for personal advantage.
  • Information must not be concealed from the auditors or investigators

Ethical Breaches at Work

Many of us face ethical dilemmas in our jobs. Consider the following excuses used to rationalize unethical behavior:

  • “Everyone else does it.”
  • “Rankings will suffer.”
  • “That’s the way it has always been done.”
  • “I was only following orders.”
  • “For all I do around here…..”

These rationalizations can lead to acts of business misconduct:

  • Taking assets which do not belong to you
  • Providing false impressions or false data
  • Hiding or divulging critical information
  • Misusing accessed information or trade secrets
  • Violating policies and procedures
  • Condoning unethical actions
  • Entering into conflicts of interest (divided loyalties)
  • Conflicts of time commitment between work and outside interests

Reporting Concerns

UMBC encourages employees to speak up about unethical behavior without fear of retaliation.

To report fraud, waste, or abuse, please visit:
Register for Online Training in Blackboard:

Why It Matters

Ethical conduct protects UMBC’s reputation, ensures compliance, and fosters trust among students, employees, and partners. It is essential for achieving our mission and maintaining public confidence.