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Business and Financial Policies and Procedures

12.2.7 Assess an Employee for Missing or Damaged Equipment

Policy Statement

Employees can be assessed for the loss of or damage to university property assigned to them by their unit under any of these circumstances:

  • When the equipment is portable in nature and is for their sole and exclusive use in their work (for example, laptops, pagers, two-way radios, etc.)
  • The employee and the unit have signed an Equipment Loan to Employees and Students form that is retained in the unit.
  • The employee has used the property without explicit or implicit unit knowledge or authorization.


To assess an employee for missing or damaged property:

  1. The employee's unit head determines whether the employee used reasonable care in the security of the equipment or if the employee was negligent.
  2. If the employee is found negligent, he or she reimburses the unit for the equipment lost within a reasonable length of time - not more than six months.

Forms Used in this Procedure

Equipment Loan to Employees and Students
    Instructions to complete the above form

Additional Policies and Procedures

12.3.7 Equipment Loans to Faculty, Staff, or Student

Last Updated: Auguts 18, 2020 | Approved: Senior Associate Vice President for Business and Finance | Effective: June 2011

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