POL-U5315.25 Reporting Loss of University Funds or Property

Any known or suspected loss resulting in the unauthorized taking of University (public or non-public) funds or property or other illegal activity. This may include, but is not limited to:

• Any dishonest or fraudulent act resulting in financial loss to the University
• Forgery or alteration of records or documents
• Any misappropriation of funds, securities, supplies, furniture, equipment or other asset
• Acceptance of kickbacks or bribes
• Irregularities in the handling or reporting of money transactions
• Use of University facilities and equipment for private financial gain
• Participation by personnel in transactions with the University that result in economic gain to themselves, their immediate families, or a business with which they are directly associated
• Any unauthorized access to or personal use of financial information
• Any successful computer hacking effort, infiltration of information databases
• Impersonations leading to the defrauding of University customers
• Theft, loss or damage to portable computing devices that may contain student records (e.g. FERPA), medical records (e.g. HIPAA) and/or non-public financial records

The definition of loss or losses does not mean:

• Reasonable “over and short” situations from cash receipting operations as part of normal accounting procedures unless unusual trends occur;
• Reasonable inventory shortages identified during a physical count as part of normal accounting procedures unless unusual trends occur; or
• Breaking and entering or other vandalism of property, which should be reported immediately to University Police or appropriate law enforcement agency.

A loss may indicate a violation of other state law, regulation or University policy. See applicable laws and regulations under “Authority” and University policies under “See Also” in the policy header above.