Financial Crime World

PIOJ Whistleblowing Policy: Investigation Timeline and Procedures

The Planning Institute of Jamaica (PIOJ) has implemented a whistleblowing policy aimed at fostering a culture of transparency, accountability, and integrity within its organization. This policy provides guidelines for reporting improper or illegal actions and outlines the investigation timeline and procedures.

Investigation Timeline

Reports received by either of the Designated Officers will be investigated within 30 working days from receipt, unless further time is reasonably required to thoroughly investigate the matter. In no case shall an investigation exceed 60 working days from the date of report receipt.

Cooperation with Investigations

  • All employees are required to fully support and cooperate with any investigation conducted in accordance with this policy.
  • Employees must provide relevant information and documentation as requested by the Designated Officer during the course of the investigation.

Reporting Findings

  • Following investigations, the Designated Officer will prepare an account of their findings to be presented to the Board and/or the Designated Authority empowered under the Act.
  • Where the report concerns public interest or involves the conduct of the Chairman of the Board, a separate report will be made to the Designated Authority.

Confidentiality

  • Where a report is given on a confidential basis, the Designated Officer will not disclose the identity of the reporter unless they express consent or where any of the circumstances listed in Clause (F) apply.
  • The Designated Officer must ensure that all reports and investigation materials are kept confidential and only shared with authorized personnel.

Record-Keeping

  • A record of all reports made pursuant to this policy will be prepared and maintained by the Designated Officers.
  • The record will include details of the report, including the date received, nature of the complaint, and outcome of the investigation.

Refusal to Investigate

  • The Designated Officer may refuse to investigate a report if it is frivolous, not sufficiently important, or has been adequately dealt with by another person.
  • In such cases, reasons for the decision must be provided in writing to the reporter within 15 days of the decision.

Amendments and Modifications

  • This policy will be reviewed every two years or as often as required to determine its effectiveness.
  • The Corporate Governance Committee may recommend amendments to the Board for consideration and approval.

Review and Approval

  • The Board of Directors is responsible for reviewing and approving any changes to this whistleblowing policy and procedures.

Designated Officers

  • Reports concerning improper or illegal actions will be directed to either the Chief Internal Auditor or the Chairman of the Finance and Audit Committee.
  • The reporter will be required to provide relevant information, including their name, position, details of the alleged conduct, and other relevant information.

Integrity Commission Reports

  • Reports involving allegations of corrupt practices will be directed to the Integrity Commission.
  • The reporter will also be required to provide relevant information, including their name, position, details of the alleged conduct, and other relevant information.

By implementing this whistleblowing policy, PIOJ aims to promote a culture of integrity, transparency, and accountability, ensuring that all employees feel empowered to report improper or illegal actions without fear of retaliation.