Company Policies and Financial Ethics Quiz

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Questions and Answers

What should employees do if they are subpoenaed to give evidence in court related to the Company?

Notify their immediate superior (correct)

Ignore the subpoena

Refuse to cooperate with legal authorities

Seek legal counsel before responding

Which of the following actions is prohibited for employees during business hours?

Taking breaks

Attending meetings

Possessing illegal drugs (correct)

Using company email for personal messages

What is expected of employees in relation to customer information?

Always protect sensitive, private or confidential customer information (correct)

Share it freely with colleagues

Only protect it when in the office

Disclose it for marketing purposes

What behavior is unacceptable in the workplace according to the guidelines?

Engaging in harassment or abusive acts Signup and view all the answers

What should be taken into consideration while selecting suppliers or business partners?

Product or service suitability, capability, price, delivery, and quality Signup and view all the answers

What appearance are employees required to maintain while representing the Company?

Clean and professional Signup and view all the answers

Which action towards the Company's reputation is explicitly prohibited for suppliers/business partners?

Using the name or logo without consent Signup and view all the answers

What is the primary responsibility of all employees regarding the Code?

To comply with its requirements Signup and view all the answers

What is the total estimated value of the unit trust owned by Nur binti Ahmad?

MYR 200,000 Signup and view all the answers

Which financial institution is associated with the outstanding balance of the unit trust?

Maybank Signup and view all the answers

How much total cash deposit is recorded under Nur binti Ahmad?

MYR 500 Signup and view all the answers

What is the original amount stated for the unit trust financing?

MYR 200,000 Signup and view all the answers

What does the financial source for the cash deposit represent?

Income savings from employment Signup and view all the answers

What is the primary objective of the Code of Business Ethics?

To inform stakeholders of acceptable and unacceptable business conduct Signup and view all the answers

Who is responsible for ensuring that the company's standards, policies, and procedures comply with the Code?

Only the senior management team Signup and view all the answers

What action should employees take if they notice a violation of the Code?

Report it to management or through the Whistleblowing Channel Signup and view all the answers

How often must employees complete and submit the Declaration of Assets form?

Annually Signup and view all the answers

Who should seek advice on the Code if needed?

Any employee who feels uncertain about the Code Signup and view all the answers

What is the frequency of the Code of Business Ethics review mandated for employees?

At the commencement of employment and annually Signup and view all the answers

Which of the following groups are included in the scope of the Code of Business Ethics?

All employees and authorized representatives, including business partners Signup and view all the answers

What document must employees complete to accept the Code?

Certificate of Acceptance of the Code Signup and view all the answers

What is the main principle of UJ's 'No Gift Policy'?

Only specified exceptions allow for gift acceptance. Signup and view all the answers

What should an employee do upon receiving or being offered a bribe?

Report the incident with a full and accurate description. Signup and view all the answers

What happens to employees who refuse to pay bribes?

They are supported and will not face negative consequences. Signup and view all the answers

What is expected from employees when raising concerns about potential violations?

Reports must be made in good faith and supported by evidence when possible. Signup and view all the answers

Which group is required to declare assets under the CBE's section 9.12?

Only executive employees. Signup and view all the answers

How does UJ ensure confidentiality for individuals raising concerns?

By safeguarding the identity of the whistleblower. Signup and view all the answers

What must employees prioritize when observing potential violations of the Code?

Making a report to the Management or relevant department. Signup and view all the answers

What is the objective of the asset declaration under the CBE?

To act as supporting documents during investigations. Signup and view all the answers

What is the first step an employee must take to declare their assets?

Fill out the ADF/1 and AF/2 forms Signup and view all the answers

What should an employee do if they have no assets to declare?

Fill out a nil return Signup and view all the answers

What is included in the submission when declaring assets?

The ADF/1 form in a sealed envelope and the AF/2 form Signup and view all the answers

What is the total number of employees who submitted their declarations?

35 Signup and view all the answers

What must GRC personnel do after receiving the asset declaration?

Provide an acknowledgment of receipt using the AF/2 form Signup and view all the answers

What is the compliance progress percentage?

100% Signup and view all the answers

Why is the asset declaration submission considered confidential?

To protect the employee's personal information Signup and view all the answers

How many departments have submitted declarations?

0 Signup and view all the answers

What could result from failing to declare assets?

Disciplinary action due to breach of obligations Signup and view all the answers

What is the deadline for submission of declarations?

3 February 2025 Signup and view all the answers

What form must be retained by the employee after submission?

A copy of the AF/2 form with the acknowledgment Signup and view all the answers

When is it required to carry out the asset declaration process?

Annually, and whenever required Signup and view all the answers

Which department is listed first in the asset declaration table?

CEO Office Signup and view all the answers

What will the monitoring of submission compliance be reported to?

MEC and BARC Signup and view all the answers

What percentage of compliance do the asset declarations show for all departments?

0% Signup and view all the answers

Which department has not submitted any declarations?

All of the above Signup and view all the answers

Study Notes

FY2025 Annual Attestation

Urusharta Jamaah SDN BHD is conducting an annual attestation exercise related to the Code of Business Ethics ("CBE") and Asset Declaration.
The exercise is scheduled for January 10, 2025.
The exercise is classified as "private & confidential".

Code of Business Ethics (CBE)

The CBE outlines acceptable and unacceptable business conduct for the company, its employees, business partners, and stakeholders.
UJ Core Values underpin the code and aim to define suitable behavior.
The code applies to all employees and authorized representatives within the company's subsidiaries and joint ventures.
Adherence to the code is mandatory for everyone. Non-compliance could result in disciplinary actions, including termination.

Responsibilities Regarding the CBE

Management:
- Ensures company standards, policies, and procedures comply with the CBE.
- Reports any violations up the chain of command.
- Ensures employees complete the annual Asset Declaration and Certificate of Acceptance forms.
Employees:
- Must read, understand, and adhere to the CBE.
- Must conduct all duties with integrity.
- Needs to seek advice from relevant supervisors or departments.
- Must report any violations to management or through the whistleblowing channel.
- Complete and submit the annual asset declaration and certificate of acceptance forms.

Dealing With Employees

All employees must be treated respectfully.
Harassment, abuse, and violence are strictly forbidden.
Workplaces must adhere to safety, health, and environmental standards.
Illegal drugs, alcohol, and prohibited substances are strictly prohibited.
Acts of pornography or immoral activities are prohibited during business hours.
Employees who need to give evidence in court regarding company issues must notify their immediate superior.

Dealing With Customers

Employees must consistently adhere to and uphold company service standards.
Protecting customer information (sensitive, private, confidential ) is essential.
Employees must maintain a clean and professional appearance while representing the company, whether in or outside of office premises.

Dealing With Suppliers & Business Partners

Employees must showcase dedication and trustworthiness while interacting with suppliers and partners.
All company policies, procedures, and standards must be followed.
Business dealings with parties that may harm the company's reputation are strictly forbidden.
The use of UJ's logo or company name without explicit written permission is restricted.
Contracts/purchasing agreements must be clearly documented with sufficient details.
Supplier selection should be based on service relevance, capability, pricing, and quality.

Dealing with Government & Communities

Employees can support communities, charities, and causes in a personal capacity.
Must cooperate with reasonable requests from government bodies and keep information accurate.
UJ is forbidden from supporting political parties or candidates, monetarily or otherwise.
Employees involved in full-time political activities must resign from UJ.

Dealing with Company Assets

Employees are responsible for safeguarding company assets, preventing theft, misuse, or damage, and using them only for work purposes.
Employees cannot use company assets for illegal activities or personal gain.
Employees must maintain confidentiality of company information, even after employment ends, unless the information becomes publicly available lawfully.
Honest recording and reporting of information, including financial and operational data, is a must.

Conflict of Interest

Employees must make decisions that are in the best interest of the company, avoiding potential conflicts of interest or personal relationships.
Employees cannot accept outside employment or directorships from companies that do business with UJ, without prior CEO approval.
Prior approval from a designated personnel is required before trading in public securities.
The company has a "no gift policy" regarding gifts and any benefits, except for specific exceptions.

Fighting Bribery and Corruption

UJ must adhere to all anti-bribery and anti-corruption laws and regulations.
Employees cannot give or receive any gratification related to company suppliers, partners, or personal connections.
Any supplier or partner should not offer gratification to influencing employees.
Bribery must be reported accurately by employees, including the individual involved.
Consequences of refusing to pay bribes will not negatively impact an employee.

Escalation Procedures

Employees must be sensitive to situations that might violate the Code of Ethics, whether done by themselves or others.
Employees must report potential or actual violations to management or relevant departments.
Complaints must be submitted in good faith, with supporting evidence where possible.
UJ is committed to maintaining the confidentiality of those raising concerns, and they are supported in doing so.

Asset Declaration

Objective: Establish an obligation under the company's Code of Ethics in cases of possible investigation.
Scope: The document will deal with declarations made by executive employees only.
Frequency: Declarations are required upon employment commencement, annually, and as required by the company.

Asset Declaration Instructions

Employees must complete forms: Asset Declaration and Employee Attestation .
Documents can be submitted to company personnel in a sealed envelope.
Assets valued above a certain threshold (one-month salary) must be declared — this includes assets owned individually and jointly (with spouse and children).

Submission and Monitoring

Submit documents within 14 days of employment commencement, annual declaration exercise, or any request from the company.
Monitoring of submission compliance is conducted through data of submitted and pending declarations.

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Description

Test your knowledge on company policies, employee responsibilities, and ethical standards concerning customer information and partnerships. This quiz also covers financial aspects related to unit trusts and obligations of employees regarding the Code of Conduct.