Reporting Requirements

Reporting Requirements

Serving in a Scholarly Capacity

Acting in a scholarly capacity, a State employee may attend, participate in, or make presentations at colloquia, seminars, conferences, or similar scholarly gatherings so long as the State employee notifies his or her department head of his or her attendance, participation, or presentation.

A State employee serving in a scholarly capacity shall disclose annually to his or her department head any travel, subsistence, or entertainment expenses, honoraria, academic prizes, royalties, or other things of value related to activities performed in his or her scholarly capacity received in the prior calendar year.

Request for Approval for Attendance at Events

Except when acting in a scholarly capacity, all employees must fill out a request for approval for attendance at events form before attending events away from the workplace that are sponsored by a non-government source when the invitation is extended to them in their official capacity.

Whenever an employee plans to accept benefits in return for making a speech, the State Ethics Commission must be forwarded a copy of the signed Attendance at Events Form via the University's ethics liaison officer (College Hall, Room 235).

Recusal

All employees must submit recusal letters when they have a personal or financial interest that conflicts with their official duties.

The ethics liaison officer must copy all recusal letters to the Commission.

Joint Ventures — The Commission must be copied on all agency determinations regarding proposed joint ventures or private financing.

Gifts

The ethics liaison officer must distribute the gift policy to all employees before the holiday season.

Employees must report all gifts from employment-related sources to the ethics liaison officer.

When practicable, employees must turn in perishable gifts from interested parties to the ethics liaison officer, who must donate them to a charity in the name of the donor.

The ethics liaison officer must keep a written record of the donation, advising the donor why the gift could not be accepted and where it was donated, and send a copy of the letter to the Commission.

Post-Employment Restrictions — The ethics liaison officer must inform departing employees of post-employment restrictions. Financial Disclosure (Executive Order No. 14 - for trustees alone)

The ethics liaison officer must compile a list of persons required to file Conflicts of Interest Forms (that is, the president and board of trustees) and forward that list to the Commission annually upon request. The ethics liaison officer must update the list as new appointments are made and filers leave State service.

Financial disclosure statements must be filed within 120 days of appointment and on May 15 of each subsequent year.

Supervisory Conflicts of Interest Certification

Employees must not supervise or exercise personnel authority over relatives. To that end, they should fill out the Supervisory Conflict of Interest Form.

If nepotism situations are disclosed, the ethics liaison officer should work with the personnel department to ensure that relatives within the statutory definition are not within each other's direct supervision or personnel authority.