According to the Association of Certified Fraud Examiners, “Fraud includes any intentional or deliberate act to deprive another of property or money by guile, deception or other unfair means.”
Who is responsible for dealing with fraud?
Every UT Dallas employee shares responsibility for the prevention of fraud, waste and abuse. The University of Texas System Policy UTS118, Dishonest or Fraudulent Activities, defines your responsibilities.
What should be reported?
If you see activities that could constitute theft, corruption, misuse of university equipment or vehicles, or behavior that is dishonest or unethical, you should report it to the proper authorities. The following are examples of fraudulent or dishonest activities:
- Dishonest, illegal, or fraudulent act involving System property;
- Forgery or alteration of checks, drafts, promissory notes, and securities;
- Forgery or alteration of employee benefit or salary related items such as time cards, billings, claims, surrenders, assignments, or changes in beneficiary;
- Forgery or alteration of medical related items such as reports, charts, prescriptions, x-rays, billings, or claims;
- Forgery or alteration by employees, of student related items such as grades, transcripts, loans, or fee or tuition documents;
- Misappropriation of funds, securities, supplies, or any other asset;
- Illegal or fraudulent handling or reporting of money transactions;
- Acceptance or solicitation of any gift, favor, or service that might reasonably tend to influence the employee in the discharge of his or her official duties; or
- Destruction or disappearance of records, furniture, fixtures, or equipment where theft is suspected.
How do you report suspected activities?
There are several ways to report suspected fraudulent activities:
- Notify your supervisor or department head.
- Call the University Police (972-883-2331) if you witness or have knowledge of a theft.
- Notify the Office of Audit and Consulting Services at 972-883-4876.
- Call the UT Dallas hotline (888-228-7707) or anonymously submit a report to them online. See additional information about the ethics and compliance hotline.
- Call the State Auditor’s Office hotline (800-892-8348) or anonymously submit a report to them online.
What are some ways to minimize fraud?
- Having separation of duties in place
- Performing cost center reconciliations in timely manner
- Ensuring that the right supervisory personnel are approving
- Putting monitoring procedures in place
- Closely reviewing instead of cursory reviewing
- Making sure you have the right access controls
- Communicating an ethical Tone at the Top
- Conducting your own periodic inventories of assets
- Doing background checks
- Retaining records in accordance with retention policies
- Signing contracts in accordance with policies
- Validating vendors before they are entered into the system
- Safeguarding cash, checks, receipts and following policies
- Brainstorming with your department on your risks and controls
- Requesting audits and consulting reviews