Our records are critical to FIS. They provide evidence of how we are performing as a business, inform our decisions, and help us show compliance with policies and laws.
Whether we are colleagues or third parties, we all contribute to FIS records. It’s up to each of us to handle our records with care and make sure they accurately reflect the work we do.
Focus on accuracy.
To help ensure our records are reliable at all times:
- Record entries accurately (including time, cost, or expenses).
- Follow generally accepted accounting practices.
- Never alter, destroy, or falsify any record or make misleading entries.
- Be ready to support your entries with documentation, including receipts or invoices.
- Watch for and speak up to the Ethics Office immediately if you see suspicious activity, such as:
- - False entries
- - Unrecorded funds or payments
- - Omissions
- - Misleading statements
Make honest disclosures.
If you help FIS provide information to the government or regulatory authorities:
- Follow our policies and internal controls.
- Make sure any information you provide gives an accurate picture of our financial position.
- Ensure our disclosures are complete, fair, accurate, timely, and clear.
- Cooperate fully with any government audit or investigation.
Practice good records management.
Our records must be readily available when we need them. To do your part:
- Carefully follow our policies and schedules for storing, retaining, and disposing of our records, no matter what form they take.
- Properly destroy documents that are scheduled to be disposed of.
- Give special consideration to documents that may be subject to a litigation hold notice and retain them in a secure place. Never dispose of such documents unless you have proper authorization to do so. Contact the Ethics Office for guidance.
- Remember that the law requires us to maintain certain types of corporate records for a specified period. If you are unsure about which records to retain or how long to retain them, seek guidance from your manager.
What are our records?
Records take many different forms, but they include:
- - Invoices
- - Purchase orders
- - Capital expenditure approvals
- - Expense reports
- - Regulatory filings
- - Time sheets
- - Sales data
- - Quality reports
Our Core Values In Action
Q: I pointed out an accounting irregularity to a colleague – payments being made to a supplier without corresponding invoices. My colleague offered to take care of it and told me to forget about it. Should I?
A: No, you shouldn’t. It’s possible you have uncovered activity that violates our policies and the law, and it’s important we know about it. Don’t feel pressured to ignore it. Speak up immediately.
Additional Resources Available:
Anti-Bribery and Anti-Corruption (FABAC) Policy
Records Management Policy
Refer to your country Employee Handbook
