GOV-002: Reporting Fraudulent Transactions

Date: 12/11/2003 Status: Final
Last Revised: 03/26/2013
Policy Type: University
Oversight Executive: Executive Vice President and Chief Operating Officer
Applies To: Academic Division, the Medical Center, and the College at Wise.
Table of Contents:

Policy Statement

Reason for Policy:

The University will not tolerate theft, waste, or abuse of University or state funds, property, or other resources through fraudulent means. External requirements exist for reporting fraudulent transactions to other state agencies. Internal guidelines have been established for reporting fraudulent transactions to assist in meeting these external reporting requirements.

Definition of Terms in Statement:
  • Fraudulent Transactions:

    Such transactions ordinarily involve a willful or deliberate action with the intent to obtain an unauthorized benefit. Fraudulent transactions can include but are not limited to:

    • Misappropriation of cash or property;
    • Falsification of time and attendance records;
    • Unauthorized use of University property or the telephone system for long distance personal calls;
    • Unauthorized use of University employees to perform non-University business;
    • Unauthorized use of faculty/staff identification cards; or
    • Any other act that represents a knowing and willful violation of University, state, or applicable federal laws, regulations, policies and/or procedures.
Policy Statement:

When a fraudulent transaction is suspected, the dean/department head is responsible for immediately notifying the University Police (4-7166), the Audit Department (4-4110) and the Office of Property & Liability Risk Management (4-3055). The University Police and the Audit Department will conduct a preliminary investigation.

If the fraudulent transaction involves equipment, also notify either the Fixed Asset Accounting Group (4-4284) or Medical Center Property Accounting (4-2954). These sections require written documentation to remove or change the status of a piece of equipment.

The Chief Audit Executive will report the incident to the Auditor of Public Accounts, the Office of Inspector General and the State Police if: (1) the investigation finds a fraudulent transaction to be a reasonable possibility, and (2) a State or University employee may be involved.

Related Information:

Abuse of Information Technologies at the University

Major Category: Governance
Approved by, Date: Policy Review Committee, 12/11/2003
Revision History: Updated 3/26/13.
Supersedes (previous policy):
I.A.2, Reporting Fraudulent Transactions.