ÍÑ¿ã°É East Bay (CSUEB) is committed to safeguarding public resources through strong internal controls, timely reporting, and ongoing monitoring of incidents involving loss or error.
In alignment with , the campus must monitor and track certain incidents involving public resources and report required information through applicable accountability and audit processes.
Purpose
The purpose of monitoring incidents of loss or error is to strengthen accountability, support early detection of control weaknesses, and help protect campus resources from misuse, fraud, damage, and other preventable losses.
What Is an Incident?
An incident may include, but is not limited to:
- Misuse or theft of public resources;
- Fraud;
- Intentional damage to public resources;
- Improper contract or procurement activities;
- Employee misconduct affecting the state’s best interests (e.g., using university funds for personal expenses, conflict of interest in hiring/contracting, falsifying time/payroll records); and
- Errors that cause impairment or inaccuracy (e.g., data entry errors in financial systems, incorrect accounting or coding, duplicate payments).
Monitoring Threshold
CSUEB departments/units should immediately report the incident to the Compliance and Internal Control unit (“Unit”) within Risk Management and Internal Control when the total value of the incident exceeds $950 (e.g., $950.01 and up).
The appropriate department(s) will be responsible for conducting the review or investigation of the incident, and the Unit will partner with the appropriate partner(s) until the investigation is complete.
NOTE: Although incidents totaling less than $950 are not required to be tracked under the state standard, departments/units should still review the cause and take appropriate corrective action to safeguard public resources and reduce the risk of recurrence.
Campus Requirements
Campus units are expected to support a process that:
- Tracks and monitors incidents of loss or error over $950
- Records key details such as:
- Date of incident;
- Description of incident;
- Monetary value of the loss or error; and
- Current status of the incident.
- Supports required campus and statewide reporting obligations
Responsibilities
Campus departments/units are responsible for:
- Identifying and reporting incidents of loss or error exceeding $950 to the Compliance and Internal Control Unit
- The Compliance and Internal Control will:
- Document the incidents and
- Coordinate with the appropriate campus departments/units on incident investigation.