It is the responsibility of every staff member working for Ball State to be familiar with the Conflict of Interest Policy. The current policy in effect is described in the Faculty and Professional Personnel Handbook, pages 139 - 143. The policy is based on the specific requirements of state law. Under the policy and state law, it is the obligation of each Ball State employee to recognize a potential conflict of interest, and to disclose that interest using the university’s Statement of Disclosure of Pecuniary (Financial) Interest in Contract or Purchase Involving Ball State Universit (PDF) form (“Conflict of Interest Disclosure form”). The form is available from the Accounting Department and must be completed and submitted to the Office of the Vice President for Business Affairs and Treasurer. The Conflict of Interest Disclosure form will be reviewed by a university official and, if approved, will be submitted to the Board of Trustees for approval at a regularly scheduled board meeting. If the Board of Trustees approves the Conflict of Interest Disclosure form, then a copy of the form is filed with the State Board of Accounts. In order to avoid violating state law, an employee must disclose the conflict of interest in writing as outlined the process above to the Board of Trustees of Ball State University before the contracts or purchases are finalized. No transaction can go forward until after final board approval, so be certain to begin the process early enough to avoid any violation of state law.
Please be reminded that disclosures are only valid for a maximum of one year. Also, in cases where the University makes contracts or purchases of a particular type on a regular basis from a particular vendor, a public servant who has a financial interest in such contracts or purchases is required to file a disclosure statement on an annual basis.