Sustainable Supplier Charter. UNIT4 Business Procedures

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1 UNIT4 Business Procedures

2 Table of Contents OUR VISION... 3 IMPLEMENTATION ETHICS: POLICY AND PRINCIPLES LOYALTY CODE OF CONDUCT INDEPENDENCE, BRIBERY AND CORRUPTION Corruption Conflict of Interest Bribery LABOUR CONDITIONS Forced Labour Employment of children Discrimination Psychological or physical coercion General Wages and benefits Working Hours (statutory direction) Freedom of Association (Union rights) Health and Security PRODUCT AND SERVICE QUALITY PROTECTION OF THE ENVIRONMENT INFORMATION TRANSPARENCY REGULATION COMMUNICATION AND INFORMATION MONITORING/RECORD KEEPING INTERNAL BEST PRACTICES CONTINUOUS QUALITY IMPROVEMENT CONTRACTUAL CLAUSES UNIT4 BUSINESS SOFTWARE S COMMITMENT MUTUAL UNDERTAKING Supplier s Responsibility UNIT4 Business Software s Responsibility... 8 Once Printed This Is An Uncontrolled Document Page 2 of 8

3 Our Vision As a global and responsible company UNIT4 Business Software has a role to play in sustainability. One of its responsibilities is to marshal efforts to implement sustainable best practices (in environment, social, ethical areas) in its organisation and in its business. One of the challenges is to ensure that the company anticipates, identifies, controls and manages the possible risks and impacts on environment, society and more generally on communities in which it operates. In this connection, UNIT4 Business Software contributes to promoting and developing sustainable behaviour by positively influencing its stakeholders (employees, customers, partners and suppliers) to take into consideration sustainability in their decision making and in their industry. As a result, sustainability has become one of the significant parts of our decision-making process in selecting new partners, suppliers or subcontractors. UNIT4 Business Software has put together this Sustainable Supplier Charter which outlines certain principles expected from our supplier base and throughout the UNIT4 Business Software supply chain. UNIT4 Business Software expects all its partners/suppliers/subcontractors to adopt and adhere to the principles set out in this Charter. Failure by suppliers/subcontractors to do so or to effectively marshal the resources required to achieve such adherence, can result in their exclusion from UNIT4 Business Software s preferred suppliers/subcontractors list or re-evaluation of their UNIT4 Business Software partner status. Implementation From its date of publication, This Charter shall be part of all contracts entered into between UNIT4 Business Software and its suppliers and subcontractors. UNIT4 Business Software expects its partners to apply internally and with their own subcontractors the principles promoted in the Sustainable Supplier Charter and to adopt a similar approach with their own partners. Compliance with the principles set forth in the Charter, or the effort made to achieve these principles will be taken into consideration in the supplier/subcontractor selection process. UNIT4 Business Software will analyse adherence to this Charter with its suppliers/subcontractors As part of a continual improvement process, if necessary, UNIT4 Business Software will provide support to subcontractors and suppliers to design and implement an action plan to improve their environmental and social performance. 2. Ethics: Policy and Principles 2.1 Loyalty The objective is to create a long-term partnership based on trust between UNIT4 Business Software and its partners, suppliers and subcontractors. Once Printed This Is An Uncontrolled Document Page 3 of 8

4 2.2 Code of conduct The partner/supplier/subcontractor will conduct their business in accordance with the UNIT4 Business Software Procurement Policy. In particular, the partner/supplier/subcontractor will observe and adopt honesty and fairness principles in the transactional activities and refrain from resorting to corruption or similar practices to influence the decision-making process (Please see Appendix 1, UNIT4 Business Software s Procurement Policy). 2.3 Independence, bribery and corruption Corruption UNIT4 Business Software will not tolerate any form of fraud, non-independency, bribery or corruption Conflict of Interest Partners, suppliers and subcontractors of UNIT4 Business Software are expected to disclose to UNIT4 Business Software any situation that may appear as a conflict of interest Bribery A bribe is an inducement or reward offered, promised or provided in order to gain any commercial, contractual, regulatory or personal advantage. It is not restricted to monetary transactions. The Bribery Act 2010 does not prohibit normal and appropriate hospitality given and received to or from third parties. The giving or receipt of gifts or hospitality is acceptable, if the following requirements are met: (a) it is not made with the intention of influencing a third party to obtain or retain business or a business advantage, or to reward the provision or retention of business or a business advantage, or in explicit or implicit exchange for favours or benefits; (b) it complies with local law; (c) it does not include cash or a cash equivalent (such as gift certificates or vouchers); (d) taking into account the reason for the gift, it is of an appropriate type and value and given at an appropriate time; and (e) it is recorded and given openly, not secretly. 2.4 Labour Conditions The partner/supplier/subcontractor must refer to and abide by all recommendations issued by the International Labour Organization. A result, the partner/supplier/subcontractor will ensure that its business does not use (directly or indirectly) or encourage: Forced Labour UNIT4 Business Software partners/suppliers/subcontractors will not use forced or involuntary labour of any type (e.g., forced, bonded, indentured or involuntary prison labour); employment is voluntary. Once Printed This Is An Uncontrolled Document Page 4 of 8

5 2.4.2 Employment of children UNIT4 Business Software partners/suppliers/subcontractors will not use child labour. The term child refers to any person employed under the age of 15 (or 14 where the law of the country permits), or under the age for completing compulsory education, or under the minimum age for employment in the country, whichever is greatest. UNIT4 Business Software supports the use of legitimate workplace apprenticeship programs which comply with all laws and regulations applicable to such apprenticeship programmes Discrimination UNIT4 Business Software partners/suppliers/subcontractors will not discriminate in hiring and employment practices on grounds of race, religion, age, nationality, social or ethnic origin, sexual orientation, gender, gender identity or expression, material status, pregnancy, political affiliation, disability, handicap or any other distinctive features Psychological or physical coercion UNIT4 Business Software partners/suppliers/subcontractors will treat all employees with respect and will not use corporal punishment, threats of violence or other forms of physical coercion or harassment. Moreover, the supplier/subcontractor will ensure compliance with all labour regulations, in particular with respect to: General Wages and benefits UNIT4 Business Software partners/suppliers/subcontractors will, at a minimum, comply with all applicable wages; overtime hours; piece rates and other elements of compensation, and provide legally mandated benefits Working Hours (statutory direction) UNIT4 Business Software partners/suppliers/subcontractors will not exceed prevailing local work hours and will appropriately compensate overtime. Workers shall not be required to work more than 60 hours per week, including overtime, except in extraordinary business circumstances with their consent. In countries where the maximum work week is less, that standard shall apply. Employees should be allowed at least one day off per seven-day week Freedom of Association (Union rights) UNIT4 Business Software partners/suppliers/subcontractors shall respect the legal rights of employees to join or to refrain from joining worker organisations, including trade unions. Partners/suppliers/subcontractors have the right to establish favourable employment conditions and to maintain effective employee communication programs as a means of promoting positive employee relations that make employees view third-party representation as unnecessary Health and Security The partner/supplier/subcontractor will implement a health and safety plan to prevent its employees from any risks. Additionally, it will ensure that the business has no damaging effects on health and safety of any stakeholders. 2.5 Product and Service Quality The partner/supplier/subcontractor shall ensure its products are made in such a way as to limit any social or environmental impact. The partner/supplier/subcontractor will incorporate sustainable considerations at all the stages of the product lifecycle: design, manufacture, packaging, transport. Once Printed This Is An Uncontrolled Document Page 5 of 8

6 Whenever possible, the partner/supplier/subcontractor will integrate sustainable innovations in the product manufacturing, when they contribute to using less energy or natural resources, or generating less waste or offering better recycling opportunities. 2.6 Protection of the environment The partner/supplier/subcontractor will ensure that its business operations have no damaging impact on the environment or will provide visible efforts to limit or alternatively to reduce them. The supplier/subcontractor must be compliant with all local and international environmental standards and regulations. The partner/supplier/subcontractor will promote and apply a policy to curb any excessive use of raw materials, energy and natural resources. The partner/supplier/subcontractor will implement a policy to protect natural resources. To this end, the organisation will adopt the best solutions in running its business operations (higher performance, lower impact) and manage the waste it generates. The partner/supplier/subcontractor will avoid using or incorporating anything that is harmful (for the environment, a manufacturer s employees or final users) in its manufacturing processes. In an effort to contribute to environmental protection, the supplier/subcontractor will Encourage the innovation and development of more environmentally friendly technologies. Incorporate recycling processes in its own supply chain. Deploy an appropriate transport logistics policy (packaging, storage, etc.). The partner/supplier/subcontractor will inform their customers of the best way to use their products to extend the product life cycle. The partner/supplier/subcontractor will contribute to the promotion of sustainable awareness and practices within its own stakeholder s activities. 2.7 Information Transparency As a result, the partner/supplier/subcontractor: Agrees to provide free access to its facilities (e.g., manufacturing, logistics, etc.) to UNIT4 Business Software staff for inspection purposes. May be asked to provide all documentation (e.g. statistics, accounts, annual reports,, Terms & Conditions, Charters and Policies etc.) in order to satisfy this objective. The information can be provided by the partner/supplier/subcontractor and, if needed, by its subcontractors. UNIT4 Business Software expects total transparency from the partner/supplier/subcontractor. For its part, UNIT4 Business Software agrees to communicate to the partner/supplier/subcontractor the results of any investigation. 2.8 Regulation The partner/supplier/subcontractor must be compliant with all social and environmental standards and regulations applicable in its industry. Depending on its performance, the partner/supplier/subcontractor may be asked to formulate an action plan to improve its social or/and environmental performance. 2.9 Communication and Information The partner/supplier/subcontractor must ensure that its employees are aware of sustainability issues and are educated about the social and environment risks and impacts associated with their daily business practices. Once Printed This Is An Uncontrolled Document Page 6 of 8

7 Partners/suppliers/subcontractors must make the UNIT4 Business Software Sustainable Supplier Charter and other relevant information available to employees in the native language(s) of the employees and supervisors. As a result, the partner/supplier/subcontractor must implement on a regular basis a communication program to mobilise and educate its stakeholders (e.g. training sessions, a newsletter, etc.) 2.10 Monitoring/Record Keeping Partners/suppliers/subcontractors must maintain documentation necessary to demonstrate compliance with this UNIT4 Business Software Sustainable Supplier Charter and must provide UNIT4 Business Software with access to that documentation upon UNIT4 Business Software s request Internal Best Practices The partner/supplier/subcontractor must implement internally (or plan to do so within the next 12 months from signing a contract with UNIT4 Business Software) social and environment best practices (e.g. paper recycling, waste management, green travel policy, social diversity, etc.) Continuous Quality Improvement The partner/supplier/subcontractor must ensure that a continuous improvement process is put in place to meet UNIT4 Business Software s expectations. This process, must be regularly evaluated using key indicators, and must be communicated to UNIT4 Business Software in order to acknowledge efforts made towards sustainability. 3. Contractual Clauses 3.1 UNIT4 Business Software s Commitment UNIT4 Business Software commits to: Take into consideration the efforts made by the partner/supplier/subcontractor to improve its social and environmental performance. Acknowledge in the purchasing process, as a criteria, the sustainable performance of the partner/supplier/subcontractor. Support, when possible, the partner/supplier/subcontractor to improve its social and environmental performance. Promote, in its relationship with partners/suppliers/subcontractors, the UNIT4 Business Software values associated with sustainability. 3.2 Mutual Undertaking The Parties mutually agree as follows: Supplier s Responsibility 1) The partner/supplier/subcontractor will confirm that it has read the UNIT4 Business Software Sustainable Supplier Charter and agrees with its statements of principles and all requirements herein. 2) The partner/supplier/subcontractor will complete the UNIT4 Business Software Supplier Questionnaire provided by the UNIT4 Business Software Standards Compliance Team. 3) The partner/supplier/subcontractor will be responsible for identifying any areas of its operations that do not conform to the UNIT4 Business Software Sustainable Supplier Charter and for implementing and monitoring improvement programs designed to achieve the requirements described. Once Printed This Is An Uncontrolled Document Page 7 of 8

8 4) At UNIT4 Business Software s request, the partner/supplier/subcontractor will submit a report to UNIT4 Business Software describing actions taken and progress made by the partner/supplier/contractor to meet the requirements of the UNIT4 Business Software Sustainable Supplier Charter. 5) The partner/supplier/subcontractor will provide UNIT4 Business Software, or its nominated representative, on reasonable notice, access to relevant records insofar as they relate to the UNIT4 Business Software Sustainable Supplier Charter, in order to check information provided in the partner/supplier/subcontractor s report UNIT4 Business Software s Responsibility 1. UNIT4 Business Software agrees that the report and records referred to above will be used only for the purposes of assessing the partner/supplier/subcontractor s progress in accordance with the UNIT4 Business Software Sustainable Supplier Charter principles and will not be disclosed to any third party without Supplier s prior written authorisation. Read, signed and agreed to: Company Name Name in Capitals Signature Date Once Printed This Is An Uncontrolled Document Page 8 of 8

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