Scenario:
You see a manager that you report to having lunch with his fiancé at a local restaurant on a Friday. On the Monday at the office, you hear the Finance clerk talking about the large restaurant bill of the same manager that relates to a client meeting on the same Friday, claimed as a business expense.
P.S. The manager’s fiancé is not a client of your employer.
Typical questions that one would expect to hear around this scenario include the following:
Is there anything unethical about the behaviour of the manager? Do you have any responsibility to report an actual large private lunch expense that is claimed as a business expense? Do you fear any reprisal if you report the suspected unethical conduct of the manager? Is there anything that the Finance clerk should do about the large expense claim? Can the conduct of the manger be regarded as more than just unethical conduct?
Integrity in the workplace, either for individuals or the organisation itself, refers to a set of core values and attributes that guide individuals to act with honesty, trustworthiness and good judgement in their work.
Key aspects relating to individual integrity include being truthful and reliable in interactions with colleagues, clients and superiors. Whilst adhering to company values, staff should align personal actions with the company’s stated values. Staff should always conduct themselves ethically and maintain a high standard of behaviour.
Organisations should continuously build a culture of integrity through leadership and make business decisions based on ethical principles, as contained in a Board approved Code of Ethics and Business Conduct. Companies should also throughout operate with fairness and transparency.
Always important to remember is that integrity is not just about following rules: it’s about doing the right thing even when no one in watching!
Some practical ways to showcase integrity in the workplace include the following:
o Always be truthful in all communications.
o Prioritise doing what’s right over personal gain.
o Seek guidance when faced with difficult decisions.
o Avoid gossip or negative talk about others.
o Maintain a professional demeanour even in challenging situations.
o Safeguard sensitive information.
o Respect privacy.
It is also important for organisations to communicate their business values to employees in the process of shaping the culture and success of the business. The importance of this includes the following:
o Values act as a compass, helping employees and leaders make consistent and ethical decisions.
o When faced with dilemma’s, employees can refer to the company’s values to guide their actions.
o Companies with strong values attract top talent and retain employees who share those values.
o Shared values create a sense of unity among employees.
o Teams collaborate better when they share common principles.
Some guidance on how to approach our scenario mentioned above:
Always assess each situation and gather evidence and objectively evaluate the behaviour of the implicated person. It is important to remember that it is not required for the person reporting the suspected unethical behaviour to conduct a complete investigation relating to their suspicions of possible misconduct.
Furthermore, consider whether it’s a one-time incident or a recurring pattern. Maybe some questions that the Finance person can also ask and review previous claims of the implicated manager?
Consider your responsibility with regard to the particular incident and keep a record of any discussions that you have in this regard. Talk to your Human Resources department or a higher-level manager, otherwise use an anonymous avenue for reporting unethical dilemmas, if available.
If required, employees should also consider consulting the company’s code of conduct or ethics policy for guidance on how to handle the scenario.
Important to evaluate whether the actions of the manager can be considered as a misrepresentation to the company, which could support possible fraud, alternatively theft suspicions for further investigation. In this regard consult with suitable qualified and experienced investigators to assist with a criminal investigation in this regard.
Always remember, acting with integrity is essential, even when faced with difficult situations.
Be on the lookout for our “coffee table” discussion(s) of more potential unethical scenarios and looking for guidance on how to handle those scenarios based on the practical guidelines discussed above.
Written By: Gerrit Jordaan