Last year, it became apparent that there was a strong need within our member community for a tool to make the process of tracking gifts, travel and hospitality easier. We focused our efforts on developing cost-effective, intuitive software. The resulting tool was launched at the end of 2011. Julie Coleman, Director, Advisory Services, has been working with companies to train them on this online tool and they are now integrating it into their ongoing anti-bribery compliance efforts. You can learn more by contacting Julie at coleman@TRACEinternational.org
Earlier this year, TRACE expanded the tools and services available to companies in need of cost-effective compliance tools by introducing a software solution that tracks incoming and outgoing gifts, hospitality and travel. Companies will now have access to a tailored website which collects key information across their worldwide operations and highlights bribery risks and compliance weaknesses. This software solution was designed by TRACE specifically for corporate legal and compliance departments concerned with effectively implementing robust anti-bribery compliance programs and continuously monitoring these programs for evolving risks. This software is included in TRACE membership at no additional charge and can be licensed to non-member companies for $10,000.
The impetus for developing this anti-bribery software solution was twofold. First, as with many of the tools and services TRACE offers, we listened to our members who expressed a desire for “off-the-shelf” software to track corporate gift giving. Many of these companies were relying on reports generated from accounts payable software to flag problematic transactions. However, accounts payable software is not designed to uncover risks specific to bribery and corruption (for example, by identifying whether a recipient is a government official). Furthermore, these systems capture only gifts and hospitality expenditures for which reimbursement is sought, and sometimes long after the gift is made.
Second, TRACE closely monitors bribery enforcement actions and noted the heightened expectations of regulatory authorities regarding effective compliance programs. Not long ago, “tone-at-the-top” and clear policies prohibiting bribery were the gold standard for compliance programs. Now, enforcement actions brought for violations of the U.S. Foreign Corrupt Practices Act and other anti-bribery laws show that regulators expect to see a dynamic culture of compliance where ongoing risk assessments inform and influence anti-bribery policies and procedures. In addition, they want to see that compliance with anti-bribery policies and procedures is the duty of individuals at all levels of the company, and that appropriate disciplinary action is taken when violations are detected.
In response to this, the TRACE Gifts, Travel & Hospitality Tracking Software enables companies to generate reports – risk assessments – that aggregate data across an enterprise to detect bribery risks, such as:
- A concentration in gifts from or to a particular government official, government agency or customer or
- An uptick in gift giving in connection with material corporate events, such as the closing of a public tender or the award of a large contract
In addition, the software:
- Detects violations of internal policies and procedures, such as failing to receive appropriate approvals for gift requests or failing to provide a legitimate business purpose for a proposed gift
- Tracks both outgoing and incoming gifts and hospitality to address the UK Bribery Act (which prohibits both paying and receiving a bribe), as well as our members’ concerns that incoming gifts can improperly influence decision-making by their employees; and
- Reduces the risk of bribery by reinforcing the importance of company policies and procedures to employees at all levels, reminding them that gifts, travel and hospitality is a significant risk area for bribery.
The TRACE Gifts, Travel & Hospitality Tracking Software is a practical solution that we believe sets the standard for collecting key information regarding both incoming and outgoing gifts, hospitality and travel across an enterprise. To learn more about TRACE, please visit www.TRACEinternational.org.
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The membership fee for TRACE is US$15,000 and includes:
- Access to our online Resource Center, which includes summaries of local anti-bribery laws in over 130 countries and other topics such as:
- Country Bulletins answering the twenty-one questions that companies should ask before retaining an intermediary in a particular country;
- Country-specific gifts and hospitality guidelines; and
- Benchmarking surveys and “best practices” research.
- Attendance at the annual TRACE Forum for in-house counsel and compliance officers.
- Anti-bribery workshops held at locations around the world for local employees and intermediaries.
- Access to international anti-bribery experts at designated “TRACE Firms” in over 130 countries. In addition, we are hosting our first ever Global Anti-bribery In-house Network (GAIN) in April of this year, giving TRACE members an opportunity to meet the law firms that support TRACE worldwide and to hear about challenges specific to the over 130 countries we cover. In turn, our partner firms will hear how they can best support TRACE members in their international operations. Each TRACE member company may send one representative to GAIN for no fee; additional member company representatives may attend for a $1,000 fee.
- Multilingual online anti-bribery training.
- Access to a list of pre-vetted third party intermediaries.
- Access to our new Gifts, Travel & Hospitality Tracking Software.
In addition to the above, through March 1, 2012, one person from each member company is eligible for complimentary enrollment in TASA, the TRACE Anti-bribery Specialist Accreditation program. Please visit TASA- TRACE Anti-bribery Specialist Accreditation – Courses – Recorded Courses for a list of courses.