University of Missouri

Business Policy Manual

Reporting Accidents and Incidents

BPM-702 Loss of Money, Securities & Property

Revised November 29, 2001

Written Report Required

Any theft or disappearance (loss) of University money, securities, property or equipment or property of employees, students or guests, wherever located, must be reported in writing.

NOTE: This includes any money, securities, property or equipment for which the University has legally accepted custody and responsibility.

Reporting Losses of Money, Securities, and Property

Forced Entry or Known Robbery or Burglary

Any forced entry or known robbery or burglary must be reported immediately by telephone to the Campus Police Department with the written report to follow.

 

Losses Occurring on Outlying Facilities

Any loss occurring on an outlying facility must be reported to the campus to which the facility is responsible.

REFERENCE: The Cashier Operations Manual sets forth additional detail about reporting losses of University money and securities.

Categories of Losses to be Reported

All losses resulting from or involving:

• Actual or suspected theft, burglary or robbery.
   
• Cash losses resulting from making change and/or mysterious disappearance when the amount is $50 or more even though theft is not suspected.
   
• Acceptance of invalid or nonredeemable paper including post office or express money orders, and forged or altered checks, drafts, promissory notes, etc.
   
• Acceptance of counterfeit United States or Canadian paper currency.

Statements Regarding Losses

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

• Campus Police Department
• UM Auditing Department
• Campus Business Office
• UM Office of Management Services/Risk & Insurance Management
• Office of the General Counsel

Reporting Responsibilities

Telephone Reports

1. The individual discovering a loss must notify the Campus Police Department immediately of any forced entry or known robbery or burglary.
2. The supervisor or administrative head must notify the Campus Police Department within 24 hours of any loss not involving forced entry or known robbery or burglary.
3. The Campus Police Department must notify the campus business office
   (UM - Director of Risk & Insurance Management) and the Director of Internal Auditing of any loss reported to it.

 

Written Reports

Loss reports must be:

1. Initiated by the supervisor or administrative head and submitted to the campus business office (UM - Director of Risk & Insurance Management) within 24 hours after the loss occurs or is discovered.
2. Forwarded to the UM Office of Management Services/Director of Risk & Insurance Management (with a copy to the UM Auditing Department) within 48 hours after the loss occurs or is discovered.

Report Forms to be Used

All written reports must be made on a Theft Report Form (UMUW Form 155). A copy of the police report should be attached, if available.

Insurance Coverage

REFERENCE: BP 803 Commercial Coverages provides summary information about applicable insurance coverage.