PROPOSED REVISION TO: REG 07.40.02 – Reporting Misuse of State Property
Rationale: Clarification of process.
Consultation Process:
10/09/2013
review
VC and General Counsel Eileen Goldgeier authorizes transmittal of PRR for
10/09/2013
David Rainer reviewed
10/10/2013
Chief Jack Moorman reviewed
10/10/2013
Internal Auditor Cecil Hinson reviewed
10/10/2013
General Counsel final review, if changes have been made
10/29/2013
EOM, or official with delegated authority to review PRR
1/13/2014
University Council (recommendation/notification), if applicable
N/A
Board of Trustees (approval/notification), if applicable
Authority
Chancellor
Title
Reporting Misuse of State Property
Classification
REG07.40.02
PRR Subject
Policies, Regulations and Rules
Property
Contact Info
Office of General Counsel (919-515-3071);
University Police Emergency (911) or NonEmergency (919-515-3000) Internal Audit
Hotline (919-515-8355)
History: First Issued: February 1, 1995. Last Revised: October _, 2013.
Related Policies:
N.C.G.S. 114-15.1
UNC Policy Manual, Section 300.8.4[G]
NCSU REG07.30.14 - Home Use of Equipment
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Additional References:
SBI-78 Form
SBI-78 Form Word VersionUPD Online Crime Reporting
IRM Auto Accident Report Kit
Summary of Selected Rules and Regulations on Frequently Used State Property
1. Reporting
1.1 University employees who have a suspicion, information or evidence of misuse of
state property must report such information or evidence to University Police, Internal
Audit or their immediate supervisor within three days. The immediate supervisor,
University Police and/or Internal Audit must in turn report the matter to the Office of
General Counsel as soon as possible. Crimes in progress are to be reported to University
Police immediately. Accidental damage to property is to be reported by the supervisor
using SBI-78 Form to the Office of General Counsel. Damage caused to a State Motor
Pool vehicle from an automobile accident is to be reported directly to the Director of
Insurance and Risk Management.
1.2 Misuse of state property is interpreted to mean damage theft embezzlement or
unauthorized use of any university owned personal or real property. An illustrative, but
not exhaustive, list of university property is as follows: Pcards, equipment, tools,
supplies, electronics, telecommunications, IT infrastructure, vehicles, office space and
buildings.
1.3 Employees who in good faith report suspected criminal activity are protected from
retaliation by the University for making such a report.
1.4 The Chancellor delegates to the Vice Chancellor and General Counsel the function of
reporting information or evidence of misuse of state property to the State Bureau of
Investigation (“SBI”), after appropriate consultation with Internal Audit and University
Police.
2. Investigations
2.1 University Police is responsible for the investigation of all crimes that occur
pertaining to or on university property. University Police will consult with and seek
assistance from Internal Audit as needed but particularly in relation to matters of fraud
and embezzlement. Employees are required to cooperate with any investigation. The
assistance of the SBI, local law enforcement or the State Auditor in reviewing or
investigating the allegations may be requested in particular cases.
2.2 The results of University Police and/or Internal Audit reviews of alleged misuse and
investigations will be reported to the Vice Chancellor and General Counsel. In
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consultation with the Director of Internal Audit and the Chief of Police, the Vice
Chancellor and General Counsel will determine whether or not it is appropriate to notify
the SBI of any misuse within ten (10) days of being notified of the possible misuse. .
3. Notification
3.1 If the Vice Chancellor and General Counsel determines that notification to the SBI is
appropriate, the Vice Chancellor and General Counsel will send written notification to
the SBI ("SBI Notification"). Copies of each SBI Notification shall be sent to University
Police, Internal Audit and the Vice Chancellor for Finance and Business.
. 3.2 If the allegations of misuse involve an identified department or employee, copies of
the SBI Notification will also be sent to the appropriate Executive Officer to which the
unit reports, and the Associate Vice Chancellor for Human Resources. The supervisor of
the unit in which the suspected misuse is alleged to have occurred also may be notified.
Each Executive Officer and unit supervisor will consult with the designees of the
General Counsel, University Police, Internal Audit and Human Resources, as
appropriate, to address resolution of personnel and other issues relating to the reported
allegations. For personnel matters, the relevant disciplinary procedures will be followed
based on the category of employee.
3.3 If the allegations involve a student, a copy of the SBI Notification will also be sent to
the Vice Chancellor for Academic and Student Affairs for handling in accordance with
the Code of Student Conduct.
3.4 The Director of Internal Audit and the Chief of Police may make other reports to
state or local government units as are otherwise necessary and appropriate for the
performance of their respective professional responsibilities. The Vice Chancellor and
General Counsel and/or the Director of Internal Audit shall inform the Chancellor of all
significant misuse matters.
3.5 A decision to file criminal charges will be determined at the conclusion of an
investigation by the Chief of Police and the district attorney’s office.
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