Objective

This procedure establishes the University’s requirements for reporting cash (including cash equivalents, such as gift cards) shortages or property losses.

Procedure

1. Cash Shortages of $500.00 or more
   1. When submitting a request to replenish petty cash funds, the department must fully document the circumstances surrounding the shortage via a University Form T-4.
   2. The department must forward the T-4 to the applicable Chief Business Officer and to the University Controller.
2. Property Losses
   1. The applicable Chief Business Officer will forward the report to the University System Administration Treasurer. The Treasurer will forward the report to the University System Administration Office of Risk Management.
   2. When a department conducts routine equipment inventory verification, the department head or designee must report the loss on a University form T-64. The department head or designee will forward the completed T-64 to the applicable Chief Business Officer.
   3. If a missing item is tangible personal property and it appears on the University’s equipment inventory, the department must process a form T-64 (Equipment Inventory Change/Deletion Request).
   4. If the equipment is missing due to theft, robbery, or burglary, the department must include a copy of the police report with the completed T-64.

Penalties/Disciplinary Action for Non-Compliance

Violations of this policy could result in adverse human resources actions, up to and including termination.

Responsible Official & Additional Contacts

Subject Matter	Office Name	Telephone Number	Email/Web Address
Policy Clarification and Interpretation	Sarah Pruett	865-974-4438	spruett1@tennessee.edu

Related Policies/Guidance Documents

FI0130 – Fraud, Waste, and Abuse FI0605 – Equipment