LIRR - Guidelines for Charitable Activity by Employees

Guidelines for Charitable Activity by Employees
In Their Individual Capacities

Date: 9/14/05

Issued by: The LIRR Ethics Committee as Clarification of the MTA All Agency Ethics Code (Ethics Code) To Avoid Conflicts of Interest

Purpose. These Guidelines are intended to assist LIRR employees who wish to participate in charitable activities in their individual capacities to avoid conflicts of interest. Adherence to these guidelines will help ensure compliance with the Ethics Code and applicable laws and regulations and that there is no disruption to work activities. If any part of these Guidelines is in conflict with any provision of the Ethics Code, the Ethics Code will control. It has been a longstanding tradition for LIRR to engage in charitable activities (LIRR Charitable Activities). These Guidelines do not, and are not intended to, address issues related to employees who are authorized by LIRR to participate in LIRR Charitable Activities.
Scope. These Guidelines apply to all LIRR Employees who participate in charitable activities in their individual capacities and not on behalf of LIRR in furtherance of LIRR Charitable Activities.
Employee Activities. Employees may conduct charitable activities such as bake sales, book sales, Girl Scout and Boy Scout sales, and School promotions. Such activities can be conducted on LIRR premises only subject to following restrictions:

The activity must:

take place during their lunch time/off duty hours only and may not involve or be furthered by the use of any LIRR resources including but not limited to stationery supplies, telephone, email;
be approved in writing by the department head of the employee(s) holding them;
comply with the MTA All Agency Ethics Code and New York State Ethics Law;
not disrupt the department's operations;
not expose LIRR or any MTA agency to potential liabilities and suits arising out of accidents, injuries, etc.;
not promote gambling.

Employee Responsibilities. LIRR employees who conduct charitable activities on or off LIRR premises must not:
1. use their official title, position or authority to further such activities;
2. solicit funds or other support, directly or indirectly, from either a) his or her subordinates at any tier; b) or Prohibited Sources;
3. invite or otherwise permit third party representatives or agents of charitable organizations onto LIRR premises to further the charitable activity.
As to the conduct by LIRR employees of charitable activities which are held off LIRR premises, the promotion of these events, in whatever form, should not mention the name of LIRR or any other MTA Agency.
Inquiries:
Questions regarding these guidelines shall be addressed to the Ethics Committee.