12.2.7 Assess an Employee for Missing or Damaged Equipment

Policy Statement

Employees can be assessed for the loss of or damage to system 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.

Applicability of the Policy

All University of Illinois System equipment regardless of Banner tracking status.

Reason for the Policy

University of Illinois System employees must understand their duty to maintain and safeguard system equipment assets. This duty is particularly great for personally assigned employee equipment such as laptops.

Procedure

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, that employee must reimburse the unit for the equipment lost within a reasonable length of time—not more than six months.