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Compliance Policy and Certifications · Code of Business Conduct · Anti-Competition and Trade Regulation Compliance Manual
It is the purpose of this Policy to define the expectations of Alliance One International, Inc. (“AOI” or “Company”) concerning legal and ethical business conduct for our employees, officers, directors and
agents and to describe our compliance program structure and operation.
SCOPE
This Policy applies to all employees, officers, directors and agents of AOI and its subsidiaries
(hereinafter inclusively referred to as “Employees”).
Effective Date
This Policy shall be applicable immediately upon the date of issuance.
ISSUING AUTHORITY
The issuing authority for this Policy shall be the Compliance Officer of AOI.
POLICY STATEMENT
It is the policy of the Company that Employees conduct their business activities on behalf of AOI in a
manner consistent with applicable law and regulations and generally recognized standards of business
ethics, as outlined in the AOI Code of Business Conduct. Employees must:
- Conduct the business of the Company with integrity in every area of its operations;
- Avoid any conflict of interest, including even the appearance of a conflict of interest;
- Comply with the Code of Business Conduct and the applicable laws of the United States and
other countries in which they conduct the business of the Company;
- Acquire sufficient knowledge of the laws and regulations governing their location and their
particular responsibilities and duties in order to recognize conduct or situations that raise legal
or ethical questions;
- Promptly consult with the Compliance Officer to discuss and resolve any potential or actual
violations of laws, regulations, or policies relating to the ethical conduct of the Company’s
business.
- Protect Company assets and ensure their efficient use for legitimate business purposes;
- Record and report business transactions and financial information fully and accurately;
- Avoid any retaliatory action toward anyone for reporting legitimate ethical questions or alleged
compliance violations; and,
- Acknowledge that violations of this Policy will result in disciplinary action, up to and including
termination of employment or business relationship.
Participants
Participants are employees who have assigned responsibilities that could give rise to potential exposure
of AOI to criminal liability or significant civil liability and those in a position to materially affect
employment and other significant Company policies (“Participants”). Participants are determined by
the Compliance Officer in consultation with appropriate functional, regional and country managers. A
listing of all Participants will be maintained by the Compliance Officer and updated annually. All
Participants will be required to undergo extensive and continuing compliance training and to annually
certify to their receipt of, familiarity with and commitment to this Policy, the Code of Business
Conduct, the Anti-Competition and Trade Regulation Compliance Manual, the Compliance Helpline
notice, the Employee Reporting Policy and Reporting to the Audit Committee (the “Compliance
Documents”).
Full-Time Employees
Full-time Employees are all employees not identified as Participants; this does not include seasonal or
part-time employees.
Resources
The Compliance Program consists of the following components:
- Code of Business Conduct – A summary of AOI expectations and requirements concerning
ethical business conduct by Employees.
- Anti-Competition & Trade Regulation Compliance Manual – A discussion of anticompetition
laws, appropriate conduct, prohibited misconduct, potential violations and the
criminal penalties that may result.
- Compliance Managers –Selected in conjunction with management and directed by the
Compliance Officer to implement and administer the Compliance Program in designated
locations.
- Online Compliance Training – Participants with access to a computer, an AOI e-mail account
and adequate Internet connectivity will be enrolled in online compliance training.
- Compliance Helpline – A simple, confidential way for you to report any work-related
situations that may cause or contribute to problems in the workplace, 24 hours a day, seven
days a week. It also provides a means for you to ask questions, raise concerns or clarify issues
covered in the Alliance One Code of Business Conduct, including questionable accounting,
internal accounting controls and auditing matters. The Alliance One Compliance Helpline is
operated by an independent firm, not Alliance One, and is completely confidential and
unbiased.
The Alliance One Compliance Helpline can be reached from individual locations in accordance
with the instructions in the Compliance Helpline notice.
PROCEDURES
The following are the basic procedural components of the Compliance Program:
- Posting and Availability: Copies of this Policy, the Code of Business Conduct, the Anti-
Competition and Trade Regulation Compliance Manual, the Compliance Helpline notice, the
Employee Reporting Policy and Reporting to the Audit Committee shall be prominently posted
in all Company facilities and shall be freely available to all Employees.
- Training: Participants will be required to complete appropriately tailored training courses by
means of live presentations or online interactive compliance training.
- Certifications:
- Each Participant and full-time Employee will have provided during the employment
induction process, as nearly as possible in the relevant language, the Compliance
Documents.
- Each full-time Employee will certify one time only, by signing a Certification in the form
attached as Exhibit A, to the receipt of, familiarity with and commitment to the Compliance
Documents.
- Each Participant will, at the time of employment, certify by signing a Certification in the
form attached as Exhibit A, acknowledge receipt of, familiarity with and commitment to the
Compliance Documents. Thereafter, each Participant will be required, annually, by ECertification,
to acknowledge receipt of, familiarity with and commitment to the
Compliance Documents.
- Certifications (hand signed or electronically executed) will be maintained at the direction of
the Compliance Officer
.
- Communications Concerning Compliance Issues: To make inquiries or seek explanations
relating to applicable laws or concerns about business practices, Employees may elect either to
communicate directly with their immediate supervisors or directly with the Compliance Officer.
It is the policy of the Company that any Employee, officer, director or agent is authorized and
encouraged to communicate directly with the Compliance Officer (anonymously if desired)
without any necessity for intermediate inquiries to or permission from supervisory
management. If submitted anonymously, the report or inquiry should contain sufficient detailed
information to permit a thorough investigation. Reports and inquiries may be communicated to
supervisory management or the Compliance Officer, either in writing, by telephone, by email or in person.
- Communications Concerning Auditing or Financial Accounting Issues: Employees,
officers, directors and agents are encouraged to voice genuine complaints or concerns about any
of the Company’s accounting or auditing practices, without fear of retaliation by management,
by raising such concerns directly with the Chairman of the Audit Committee of the Company’s
Board of Directors, without first consulting with any other Company representative, using the
contact information contained in the posted notice regarding Communications Concerning
Auditing or Financial Accounting Issues. Such communication may, but is not required to,
include the sender’s name and position and a way he/she can be contacted by the Audit
Committee to discuss the matter further. If the sender desires to make an anonymous
submission, he/she should be sure to make as full a description of the matter as possible.
Upon receipt of a complaint or concern, the Chairman will notify the Committee and make
notes to the file describing the matter in question. If the sender has submitted his/her name, the
sender may be asked by the Committee to provide additional information. The Committee will
conduct such investigation as it deems necessary to address the matter. Such investigation may include discussion with members of management, other employees, the Company’s external
auditors or other persons and review of Company documents. In addition, the Audit Committee
may, in its discretion, engage independent advisors regarding the investigation and related
accounting and auditing matters. Upon completion of any investigation it deems necessary, the
Audit Committee will incorporate its findings in a memorandum to be disclosed as the
Committee deems appropriate.
- Disciplinary Actions: The Compliance Program will be enforced with appropriate discipline.
The Compliance Officer shall investigate alleged misconduct and determine whether violations
of the compliance policies have occurred. The Compliance Officer shall recommend to
management appropriate disciplinary action, which may include counseling, oral or written
reprimands, warnings, probation or suspension without pay, demotions, reductions in salary,
and termination of employment or service.
The Compliance Officer shall report to the Audit Committee and will inform the Committee of
instances involving material allegations or violations and shall report periodically on the
general effectiveness of the Compliance Program.
- Waivers: Any waiver of a required element of the Code of Business Conduct for any executive
officer or director may only be made by the Board of Directors and must be promptly disclosed.
“Waiver” is defined as a decision not to take appropriate action as a result of a known and
material departure from a provision of the Code of Business Conduct.
- Publication of the Code of Business Conduct: The Code of Business Conduct must be filed
as an exhibit to the Company’s 10K; posted to the Company website; and made available to any
person without charge upon appropriate request.
RESOLUTION OF POLICY CONFLICTS
There are other Company policies which address various aspects of the general subject of compliance
or which provide a detailed explanation of a specific compliance program. If another Company policy
or program requirement conflicts with the requirements of this Compliance Policy mandating business
conduct and structuring legal compliance training and certification, this Policy governs.
IMPLEMENTATION & ADMINISTRATION
This Policy shall be implemented and administered by the Compliance Officer of AOI.
REVISION DATE AND DESTRUCTION DATE
This Policy will be destroyed upon revision and implementation, if any, of a replacement policy.
DISTRIBUTION
Enterprise-wide
EMPLOYEE COMPLIANCE CERTIFICATION
I acknowledge that as an employee of the Alliance One International Group of companies I have been
provided with copies of the Company’s Compliance Policy, Code of Business Conduct, the Anti-
Competition and Trade Regulation Compliance Manual, Compliance Helpline notice, the Employee
Reporting Policy and Reporting to the Audit Committee (the “Compliance Documents”). I am aware
of their content and importance and understand that they reflect fundamental Company policy on
lawful and ethical business conduct.
I further acknowledge that compliance with the business conduct standards described or referenced in
the Compliance Documents is a condition of employment and that a violation can result in disciplinary
action, up to and including termination.
I certify that:
first, I understand the Compliance Documents and the above acknowledgments;
second, I have received and read copies of the Compliance Documents and I understand the
principles expressed in them and the importance of abiding by the Company’s policy of
complying with the laws and regulations of countries in which the Company operates; and,
third, I agree to report promptly any concerns or questions I have regarding this Policy.
Name (Please print)
Signature
Location
Date
RETURN THE ORIGINAL OF THIS CERTIFICATION TO YOUR LOCAL COMPLIANCE MANAGER.
April, 2009 |