efe employee presentation
TRANSCRIPT
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Ethics for Everyone
Employee Presentation
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Ethics for Everyone - What is it?
A system within Linamar
that will allow ALL
employees with a wayto report questionable
financial matters
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Why are we doing this?
Another resource for Linamar employees to use
Requirement of the Ontario Securities Commission (OSC)
Audit committee must establish a procedure which will allow all
Linamar employees with a way to report questionable accounting
or auditing matters
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Audit Committee
Oversee the accounting and financial reporting process of
Linamar
Board members who have no material relationship with Linamar
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Who is Ethics Point?
3rd party reporting company - handle the initial reporting of the
incident
No ties to Linamar
Private corporation - 1999
Located in Portland, Oregon, USA
80 employees
1,000 customers/5.0 M employees
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When should I file a report?
Concern with respect to questionable financial matters
Uncomfortable or wish to remain anonymous
Unsatisfied with the response you receive
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When should I file a report?
Is the act illegal?
Is it wrong?
Does it make you feel uncomfortable?
Are you uncomfortable reporting through the normal channels?
Do you wish to report something and remain anonymous?
Is it going to cost you and the company money?
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Examples
Having someone clock in and out for you when you are not at
work
Stealing property
Falsifying SPC data
Making personal purchases without prior approval
Awarding a supplier contract because you received tickets to a
sporting event
Recording sales that have not yet shipped
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Who can File a Report?
Any employee within the Linamar organization
Vendors
Customers
Shareholders
Any other stakeholder of Linamar
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How do I File a Report?
Toll Free : 1-866-294-5496 (Canada & USA)
Toll Free : International callers visit LINUS or linamar.com for
dialing instructions
www.ethicspoint.com
Available 24 hours / 7 days a week
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Report Filed by Telephone
Call the toll free line
Translators are provided in over 150 languages if required
An EthicsPont operator will ask you a series of questions
At the end will be given a password to be used for future follow-up
Will take about 20 - 30 minutes
You can remain anonymous
Phone calls are never recorded
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Report Filed by Internet
Access the web page directly at www.ethicspoint.com
Access through LINUS orwww.linamar.com
Provided in six languages:English, Spanish, German, Hungarian, Korean, Mandarin
Answer a series of questions At the end will be given a password to be used for future follow-up
Will take 20 - 30 minutes
You can remain anonymous
EthicsPoint does not retain internet addresses
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Who sees a copy of the report?
All reports will be sent to the Chief Financial Officer (CFO) and theInternal Auditor unless named in the report
If the CFO is named, then Audit Committee Chairman is notified,
Executive Vice President, Administration handles the review
If the Audit Committee and Senior Executive Group (SEG) named,issue is sent to outside advocate to handle review
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What happens when I File a Report?
Individual
files a report
with EthicsPoint
Individual is given
a password to be
used to follow-up
at any time
Report is sent
to CFO for review
Within 3 businessdays an
acknowledgementof your report isposted on the
system for yourreview
All issues reported
will be reviewed
quarterly within the
Audit Committee
Report Closed
Results of the
review are received
by CFO, appropriate
action taken
Report is reviewed
by appropriate
person
You can remain anonymous if you choose
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Closing a Report
Investigation is conducted
Appropriate action taken
Reporter is notified through the system that report is closed
For legal and privacy purposes, we cannot reveal the specificdetails and results of the investigation. However you can beassured that all appropriate personnel/supervisors/third parties
were interviewed and all relevant information considered.
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Click on File a report. This will
launch www.ethicspoint.com.Then follow the instructions
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Selecting a Violation
Code
It will default to the
region you selected
You will have 21
codes to choose from
Code and short
description
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Filing a Report
You will be required to answer
a series of questions
You will be asked to complete
between 15-20 questions
It should take 20-30 minutes
to complete
You must complete all the
fields with a green asterisk
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Completing the Report
once you have completedthe report, you must enter a
password
Important that you do not
lose it as you will not be able
to check on the status of the
report
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Final Step
You MUST record your
reporting key, or you will
not be able to follow-up on
the report (do not lose it) Log-out
Check back in 5-6
business days to check on
the status of your report or
answer any follow-up
questions