Policy Number: 74
Safes and Vaults Custodial Responsibilities
I. POLICY AND GENERAL STATEMENT
The combinations of all institutional safes and vaults must be filed under seal with the Senior Vice President, Finance and Business Services. These records are subject to audit internally by Auditing and Advisory Services, and externally by The University of Texas System Auditors and the State Auditors. Additionally, periodic location checks will be conducted by the Office of Auditing and Advisory Services.
Acquisition of new safes or vaults should be reported immediately by the school or department to the Senior Vice President, Finance and Business Services and to the university Locksmith via a sealed envelope containing the combination with the following information typed on the outside of the envelope:
- university tag number;
- brand name and serial number of safe or vault;
- location of safe or vault;
- name of individuals with access to the combination; and,
- date information is being provided.
Multiple safe or vault combinations and descriptions should not be included in the same envelope. Safe or vault combinations should be changed if a school or department experiences theft, employee turnover of individuals having access to the combination, or any other security concern. Requests to change safe or vault combinations should be made only by the university Locksmith.
The university Locksmith is responsible for furnishing a sealed envelope containing any combination changes to the Senior Vice President, Finance and Business Services with the same description referenced above typed on the outside of the envelope.
If a safe or vault is moved from one location to another, the Senior Vice President, Finance and Business Services must be informed immediately via a memo with copies to the university Locksmith. The memo should give the description of the safe and the location change but should not include the safe or vault combination. Capital Assets Management must be informed if the safe is tagged using a Request for Transfer of Equipment Form.
Upon request, the Capital Assets Management Department will provide the Senior Vice President, Finance and Business Services and the university Locksmith with a detailed listing of all tagged safes and vaults in inventory tag sequence and in building sequence.
|Vice President, Finance and Business Services||713-500-3158||Michael.Tramonte@uth.tmc.edu|