Reporting of Suspected MisconductHigh standards, ethical behavior, personal integrity and impartiality are vital to the reputation and ultimate success of the Auburn University Foundation. The best bulwark against misconduct will always be well-informed vigilance by its constituency. In keeping with these expectations, Foundation officers, directors, committee members and contracted staff must foster an environment where suspected misconduct can be reported without fear of retribution. Examples of such behavior include the following:
- Any action that is illegal;
- conflicts of interest;
- destruction or theft of property;
- falsification of documents;
- disclosure of confidential information; and
- inappropriate language or contact.
Whistleblower ProtectionIt is the Foundation’s policy to protect the identity of any whistleblower who, in good faith, reports suspected misconduct in relation to the Foundation. Investigation of all reports of misconduct will be handled by the Foundation’s Audit Committee. To report a problem, contact the AU ethics hot line at this link.
Document Retention Policy
In order to provide essential protection of records used for its governance and administration, the Foundation has established a record retention policy. It is the policy of the Foundation to permanently retain all records pertaining to the corporation, board minutes and those related to tax-exempt status. Other documents related to governance and administration will be retained for a specified period as outlined. Documents that exceed the required retention period may be destroyed according to policy, however, all destruction of documents under this policy shall be halted immediately if an official notice of investigation is received.
Documents to be retained three (3) years after the end of the fiscal year in which the record was created:
Bank reconciliations; bank statements; general correspondence; insurance policies; internal reports and petty cash vouchers.
Documents to be retained seven (7) years after the end of the fiscal year in which the record was created:
Accounts payable schedules; accounts receivable schedules; expired contracts; financial statements; invoices; paid notes receivable and vouchers.
Documents to be retained permanently:
Audit reports; chart of accounts; documents still in effect; deeds, mortgages and bills of sale; depreciation schedules; year-end financial statements; general ledgers; minute books of directors, by-laws, articles of incorporation; property records; endowment related records and correspondence; tax returns and correspondence related to tax exempt status.
A log shall be kept of all documents destroyed according to this policy and shall be maintained permanently.