A written report is required immediately to report any theft or disappearance of University money, securities, property, or equipment, or theft or disappearance of property of employees, students, or guests wherever located. This includes any money, securities, property or equipment for which the University has legally accepted custody or responsibility.

Procedures for Reporting Loss

Telephone Report

Upon discovering a loss of money, securities, property, and/or equipment:

1. The individual must immediately telephone the University Police (882-7201) to report any forced entry or known robbery or burglary.
2. The supervisor or administrative head must telephone the University Police within 24 hours of any loss not involving forced entry or known robbery or burglary.
3. The University Police must notify Division of Finance-Accounting and Internal Auditing of any report of loss they have received.

Written Report

1. Within 24 hours after discovering the loss, the supervisor or administrative head must complete a Theft Report (UM 155). A copy of the police report should be attached if available.
2. Within 24 hours after discovering the loss, the Theft Report should then be forwarded to Division of Finance-Accounting, 325 Jesse Hall.
3. Within 48 hours after the loss occurs or is discovered, a copy of the Theft Report must be forwarded to the Director, Risk and Insurance Management with a copy to Internal Auditing.
4. Within five working days, the supervisor or administrative head must forward a copy of the Theft Report with a copy of the police report attached, if equipment is involved to Inventory Control, Procurement/Materials Management, 113A General Services Building, for inventory control purposes.

Categories of Losses to Be Reported

Report any actual or suspected loss resulting from or involving:

• Theft, burglary or robbery.
• Invalid or non-redeemable paper, including post office or express money orders, and forged or altered checks, drafts promissory notes, etc.
• Counterfeit United States or Canadian paper currency.
• Errors in recordkeeping or making change, when the amount is $50 or more, even though theft is not suspected.

Statements Regarding Loss

Employees should not make any statements regarding a loss to the press or anyone other than members of:

• University Police Department
• Division of Finace-Accounting
• Internal Auditing
• Risk and Insurance Management
• General Counsel’s Office
• Human Resource Services

Insurance Coverage

Section 9:050 Property Insurance provides information regarding applicable insurance coverage.