University employees have a responsibility to safeguard state property, and this responsibility extends to the proper disposal of state property.
Tom York, director of internal audit, noted a recent investigative audit report published by the Office of the State Auditor provides an example as to why all employees should be aware of the proper procedures for disposing of state property.
According to the report, an extensive investigation began at the UNC School of the Arts as the result of a tip to the State Auditor’s Hotline “concerning the possible misappropriation of state property” at the School of the Arts.
State auditors who investigated the tip discovered that the school’s chief information officer (CIO) had taken home a laptop computer that allegedly was not working; the CIO had given it to her son, who eventually took it to college. The auditors found that, in addition to the misconduct, the CIO violated the school’s accountability practices by not turning in the laptop for repair, replacement or disposal.
The UNC School of the Arts has a policy similar to UNC Charlotte Policy 601.15 “Control and Management of University Equipment and Other Property” that specifies how department heads are responsible for safeguarding all assets purchased for the department and should assist in an annual physical inventory process.
Part of the expectation for safeguarding includes ensuring the proper disposal of state property. University Policy 601.10 “Surplus Property Procedures” describes how department staff should process items that are no longer needed. Depending on the nature of items that are broken or irreparable, they may require formal disposal through the University’s inventory control and surplus property unit within the Materials Management Department.
Questions on the annual fixed asset inventory and property disposal can be directed to John Cashion, inventory control and surplus property supervisor, at 704-687-0374 or email jtcashio@uncc.edu.