Code of Conduct

2.2 Commissions and Payment Arrangements

Commission and payment arrangements should only be made with companies, firms or individuals who are bona fide commercial representatives, agents or consultants.

You should ensure Tourism Queensland is not entering into arrangements with a company, firm or consultant where a government official or employee is known to have an interest. This may be allowed where prior approval is gained from the appropriate executive or the Chief Executive Officer.

A written contract or purchase order should exist for all commission and payment arrangements, and the payments should be reasonable and consistent with normal practice.

No payments should be made in cash.

2.3 Business Documentation and Records

Business documents (hard and soft copies) and records must not be destroyed prior to the statutory period requirements (please contact Financial and Business Services if you are unsure), and no records are to be falsified or manipulated.

Examples of some statutory periods include cash register strips, time sheets must be kept for 3 years official orders, bank deposit books and bank statements for two years.

2.4 Business Equipment

Business equipment in the form of, but not limited to computers, email, internet and voicemail is provided to enhance your ability to perform your role, and should not be used for personal gain.

The policy and procedures for each of these items are outlined within the Human Resources Policy and Procedures and Technology Policies and Procedures.

2.5 Community Activities

Tourism Queensland encourages its employees to participate in trade associations, professional associations, charitable or service organisations and other community activities.

We also understand that some employees may wish to participate in political activity and/or serve in public office. Due to Tourism Queensland being a statutory body of the Queensland Government, if you wish to run for public office you will need to take leave from your position at Tourism Queensland. In the case of a state election, you will be deemed to vacate your position if you are successfully elected to office. If it is Federal Parliament you are standing for, you should resign from your position before nominating with the Australian Electoral Commission or run the risk of your election to a position being deemed invalid.

If you wish to participate in community activity we ask that you observe the following:

2.6 Company Property

Company assets, including goods, money, intellectual property or the services of other Tourism Queensland employees (including contractors), must not be used for personal gain. This includes, but is not limited to:

Tourism Queensland property and merchandise is not to be removed from Tourism Queensland's premises without authorisation. This includes any samples of merchandise received. If, for business reasons removal is necessary, then approval must be obtained from your supervisor.

Every employee while in control of any Tourism Queensland assets, particularly cash or other valuables, is personally accountable for them. If any item is lost, stolen or misplaced whilst under your control, please report this to Operations team of Financial and Business Services as soon as possible. We ask employees to take particular care with attractive items. For example, lap top computers should not be left in a visible position within an unoccupied vehicle.

2.7 Confidentiality

This confidentiality agreement applies to your existing position within Tourism Queensland, to any future position within Tourism Queensland and extends beyond the date of termination of your employment with Tourism Queensland.

You agree that you will not, either during or after your employment with Tourism Queensland, use or disclose confidential information or otherwise seek to exploit confidential information without the prior written consent of Tourism Queensland. You agree to prevent the use or disclosure of confidential information unless the information lawfully comes into the public domain through no fault of your own, or you are required to disclose the information by Tourism Queensland or by law. In this case you agree to give notice in writing to Tourism Queensland of any disclosure required by law.

Confidential information includes oral, written, or conceptual information, of Tourism Queensland or its clients such as records, documents, accounts, plans, formulae, designs, creative concepts specifications, correspondence, letters and papers of every description. It also includes electronically recorded data, all copies or extracts relating to the affairs, transactions or business of Tourism Queensland or any of its clients or which may come into your possession during your employment with Tourism Queensland.

You acknowledge that, due to the nature of the duties and responsibilities of your employment with Tourism Queensland, you will be in possession of knowledge and documents, which will be strictly confidential and agree to preserve the private and confidential nature of such information with vigilance and diligence.

You will immediately notify Tourism Queensland of any use or disclosure by you of confidential information under the terms of this agreement.

You will keep Tourism Queensland fully and effectually indemnified in relation to all actions, claims and demands of whatsoever nature arising out of a breach of this agreement.

2.8 Conflict of Interest

A conflict of interest exists where loyalties are divided. You have a potential conflict of interest if, in the course of your work, any decision you make provides any improper gain or benefit to yourself or a third party.

Any situation potentially involving direct or indirect conflict of interest should be avoided unless consented to in writing by the Chief Executive Officer. The Board must consent to any situation potentially involving direct or indirect conflict of interest involving the Chief Executive Officer or any other director.

If you believe you know of a potential or actual conflict of interest you have a duty to raise that matter with your manager or to communicate your concerns to your director or the Chief Executive Officer.

It is impossible to formulate an all-embracing set of guidelines regarding potential conflicts of interest. Specific questions regarding situations not clearly covered must be determined on a case by case basis. The principles to consider are:

2.9 Declaration - Conflict of Interest

Where you believe you may have a conflict of interest or a potential conflict of interest, you must notify your supervisor in writing of that potential conflict and this will be forwarded to Human Resources. In specific circumstances we will ask for a declaration of conflicts from you as it may relate to a specific project you are working on.

This notification will be kept on your personnel file as well as in the Pecuniary Interest Register, (held in Human Resources) until we are notified by you that the association with the potential conflict no longer exits.

2.10 Disclosure of Information

Information may be disclosed to you or agents of Tourism Queensland who need to know the information to further Tourism Queensland's interests, provided the disclosure does not breach any laws, regulations or Tourism Queensland policies. External disclosure of information should only be made with specific authorisation.

If you are unsure about whether it is appropriate to disclose information seek the permission of your immediate supervisor. There may be different delegations for dealing with different groups, such as the public, tourism industry members, government agencies, consultants and the media. Responsibility for ensuring that any disclosure is appropriate remains with the relevant supervisor.

Also refer to clause 2.7 Confidentiality.

2.11 Discrimination

Under our Employment Equity and Workplace Harassment Policy, Tourism Queensland is committed to providing all employees with equal opportunity.

Discrimination or harassment based on race, colour, religion, gender, age, marital status, disability or other factors unrelated to legitimate business interests, will not be tolerated. All applications for employment will be considered based on merit.

You are entitled to your personal preferences in private or political matters. No pressure will be placed on anyone to influence those preferences and no approval or disapproval should be shown by anyone in their Tourism Queensland role, of anybody's private or political preferences or activities.

Please refer to Sections 2 and 15 of the Human Resources Policy and Procedure Manual for more specific information.

2.12 Fraud, Corruption and Irregular Transactions

You must not engage in any unethical or improper payment practices either to obtain business or for personal gain. In particular you must not:

• Engage in commercial bribery
• Be party to the bribery of public officials
• Establish so-called "slush funds" to facilitate bribery or other improper or questionable practices
• You will not be criticised for the loss of business resulting from not making or receiving a bribe or inducement to or from a third party

You will be dismissed if you knowingly make or receive a bribe or inducement to or from a third party even if such a transaction is to further the cause of Tourism Queensland. Under no circumstances will a situation be tolerated where you benefit personally from such a transaction.

If you believe you know of any fraud, corruption, irregular transactions or breach of ethics you are required to raise that matter with your immediate supervisor or to communicate your concerns to your director or the Chief Executive Officer.

As part of its obligations under law, Tourism Queensland will fully co-operate with any investigation by law enforcement or regulatory authorities.

It will also require that you:

• Do not make any disbursement of Tourism Queensland funds or other Tourism Queensland property without adequate supporting documentation. This includes ensuring that all appropriate payment authorisations are obtained in accord with delegated authorities. There shall be no disbursement for any purpose other than as described in the documents
• Do not make any direct or indirect personal payments to officials or employees of any government at any level with either Tourism Queensland funds or private funds
• Do not make any personal payments through Tourism Queensland accounts excluding payments of expenses which are later reimbursed to Tourism Queensland; and
• Do not take any action or authorise any action, which involves illegal, unethical or otherwise improper payment of money or anything else of value

2.13 Giving and Receiving of Gifts

Tourism Queensland upholds that its employees carry out their roles impartially and with integrity. Consequently, it is not appropriate for employees to be offered or to accept or to give gifts and benefits that affect or may be likely to affect the performance of their duties.

Tourism Queensland employees must not ask for or encourage the giving of any form of gift or benefit in connection with the performance of official duties.

If a gift or benefit is offered, guidelines for acceptance or rejection of the offer and procedures for disclosure can be found in the Tourism Queesnland Giving and Receiving of Gifts Policy. This policy should not be seen as encouraging the receipt of gifts and benefits. However, where circumstances require the acceptance of a gift or benefit, it must occur in line with this policy. This policy also incorporates guidelines for the giving of gifts and benefits by employees.

The term Gifts and Benefits refers to items given and received in the course of official duties and includes (but is not limited to) gifts of money, alcohol, clothes, products, tickets, shares, travel, accommodation or access to a private spectator box at a sporting or other venue. It may also include promise of a new job or promotion, preferential treatment such as queue jumping, access to confidential information, use of facilities, hospitality or benefits generally.

There are three levels of gifts and benefits (nominal, significant and reportable). Within these levels gifts or benefits may be tangible (of lasting value) or intangible (of no lasting value). The same principles apply to all gifts and benefits; different procedures apply to different levels of gifts and benefits and intangible gifts and benefits.

Full details of the gift policy can be found in the Tourism Queensland Giving and Receiving of Gifts policy.

2.14 Internet and Email Usage

The use of communication and information devices must be lawful and appropriate and consistent with Tourism Queenslands Policy, as well as State and Federal legislation and regulations.

Some breaches of this policy may result in instant dismissal, in particular, downloading, storing and/or distributing pornography.

Full details of the internet policy can be found in the Tourism Queensland Phones, Email and Internet Policy.

2.15 Leaving Tourism Queensland

On leaving Tourism Queensland you must surrender any Tourism Queensland assets and items containing business information. This includes intellectual property that may have been created while working with Tourism Queensland.

2.16 Outside Business Activities (including family and friends)

Extreme care should be taken to ensure that active participation, on a part-time or freelance basis, in any outside business, whether or not such business is a supplier or client, does not create a potential conflict of interest.

If you are a full-time employee, and propose to engage in outside business activities, you should assess those activities in terms of the following guidelines to determine whether a conflict exists with your Tourism Queensland commitments:

• Where your participation in outside business activities interferes with your ability to satisfactorily perform assigned work for Tourism Queensland, a conflict of interest will exist
• Where, having knowledge of commercially sensitive information, you actively participate in outside business activities for a competitor of Tourism Queensland, a conflict of interest will exist
• Where you have knowledge of commercially sensitive information you shall not engage in any outside business activity for a supplier to Tourism Queensland without first obtaining written approval from your immediate supervisor
• Tourism Queensland will not accept any bid submitted by you to supply any goods, or perform any contract work for which tenders are sought, or negotiate contract work with you
• Where you actively participate in business activity for an outside company you may not render service to Tourism Queensland on that company's behalf

2.17 Personal Conduct

Your personal conduct should be fully consistent with this code. You should deal fairly and honestly with each other, as well as with all external contacts.

All contacts should be handled professionally and courteously.

You should report to work as required and when an absence is unavoidable, promptly notify the appropriate person of the reason.

Any conduct that is intimidating or offensive to our clients, suppliers, contractors, the public or other employees will not be tolerated.

Please refer to the Enterprise Bargaining Agreement and the Performance Management Policy for more details.

2.18 Working Environment

Tourism Queensland will provide a safe, healthy and productive working environment. To this end the abuse of prescription drugs and/or alcohol or the use or possession of illicit drugs is not acceptable.

Neither is the consumption of alcohol where it affects your ability to perform your role, other employees, work performance, public relations, safety or where it violates the law.

Where the use of prescription drugs affects your ability to perform in your role, you should discuss this with your supervisor or Human Resources.

Tourism Queensland will provide confidential support to you if you require assistance in dealing with any substance abuse. Please contact Human Resources if you require assistance in this area.

Smoking on company premises is not permitted.