91����Ƶ Policy 3003

, grants authority to the Board of Visitors to make rules and policies concerning the institution.  Section 7.01(a)(6) of the  grants authority to the President to implement the policies and procedures of the Board relating to 91����Ƶ operations. Section 8.01 of the Board of Visitors Bylaws grants specific authority to the Chief Audit Executive.

– 91����Ƶ agencies, officers, and employees shall promptly report any allegations of criminal acts of fraud, waste, or abuse and cooperate with the 91����Ƶ Inspector General.

Code of Virginia Section 2.2 – 3011, as amended – Whistle blower protection for employees disclosing suspected fraud and abuse

Board of Visitors Policy 1610 – Charter of the 91����Ƶ Audit Department

Abuse – excessive or improper use of something, or to use something in a manner contrary to the natural or legal rules for its use. Examples include the intentional destruction, diversion, manipulation, misapplication, maltreatment, or misuse of 91����Ƶ resources; or extravagant or excessive use as to the abuse of one’s position or authority. Abuse can occur in financial or non-financial settings.

Fraud – an illegal act of intentional deception or misrepresentation used to benefit oneself or others or to cause detriment to others or the 91����Ƶ. Fraud includes but is not limited to false representations of material fact, false or misleading statements, or the concealment of something that should have been disclosed, which deceives and is intended to deceive.

Waste – the thoughtless or careless expenditure, consumption, mismanagement, use, or squandering of 91����Ƶ resources to the detriment or potential detriment of the 91����Ƶ. Waste also includes incurring unnecessary costs resulting from inefficient or ineffective practices, systems, or controls.

This policy applies to all employees, students, volunteers, employees of affiliated organizations who are paid through the 91����Ƶ, and visitors to the institution. Employees include all staff, administrators, faculty, full- or part-time, and classified or non-classified persons who are paid by the 91����Ƶ. Students include all persons admitted to the 91����Ƶ who have not completed a program of study for which they were enrolled; student status continues whether or not the 91����Ƶ’s programs are in session. Affiliated organizations are separate entities that exist for the benefit of the 91����Ƶ through an operating agreement and include the foundations, the Community Development Corporation, and the Alumni Association.  Visitors include vendors and their employees, parents of students, volunteers, guests, uninvited guests and all other persons located on property, owned, leased, or otherwise controlled by the 91����Ƶ.

The , requires that, “Upon the discovery of circumstances suggesting a reasonable possibility that a fraudulent transaction has occurred involving funds or property under the control of any . . . agency of the Commonwealth, . . . as to which one or more officers or employees of state or local government may be party thereto, the state agency head . . . shall promptly report such information to the Auditor of Public Accounts (Auditor), the 91����Ƶ Inspector General and the Superintendent of 91����Ƶ Police (Superintendent).”

Additionally, , requires that state agencies, along with its officers and employees, promptly report any allegations of fraud, waste or abuse to the Office of the 91����Ƶ Inspector General (OSIG). Agencies must cooperate fully with OSIG investigations, including providing access to premises, personnel, records and systems as required.

Upon discovery of information or circumstances suggesting fraud, waste or abuse, it is the responsibility of 91����Ƶ employees and students to immediately notify either the  or the 91����Ƶ Audit Department.  The individual may also additionally contact other 91����Ƶ departments such as the Division of Talent Management and Culture, the Department of Public Safety, Office of Finance and/or 91����Ƶ Counsel.  When fraud, or circumstances suggesting fraud, is reported to any of these offices, the other offices listed above should be contacted in a timely manner to inform them of the situation, if warranted.

The above departments should agree as to the respective roles each office should have in the investigation of the situation. Different circumstances may require different departments to lead the investigation (e.g., if the situation is criminal, financial or administrative in nature).

Upon notifications of possible fraud, the 91����Ƶ Auditor should ensure that the proper authorities within the department and 91����Ƶ management have been notified of the potential loss. The 91����Ƶ Auditor should work to ensure that the 91����Ƶ promptly notifies other state departments as required under Section 30-138 of the Code of Virginia.

The 91����Ƶ Audit Department will perform sufficient tests to identify any weaknesses in financial, operating, or technology controls that permitted the loss and will evaluate the impact the weaknesses have with respect to other activities of the institution. In addition, the 91����Ƶ Audit Department will recommend improvements to correct the weaknesses and incorporate appropriate tests in future audits to detect whether the same or similar weaknesses exist in other areas of the institution. 

Applicable records must be retained for three years following the end of the fiscal year in which the records were closed and then destroyed in accordance with the  (General Schedule Series 102, Series 012086).

Audit Manager

91����Ƶ Policy 3002 – Authority of the 91����Ƶ Audit Department

91����Ƶ Policy 3020 – Whistleblower Retaliation Policy