Summary of Selected Rules and Regulations on use and misuse of State Property
(return to Reporting Misuse of State Property Regulation)

The use of state property for personal gain and the misuse of state property are violations of the criminal laws and may result in disciplinary action or dismissal from University employment. State property includes, but is not limited to, motor vehicles, telephones, copiers, computers, credit cards, and fax machines. N.C.G.S. 14-91 makes it a felony for a State employee who has been entrusted with State property to knowingly or willfully embezzle, convert, or misapply that property or otherwise abuse the trust. Non-employees may also be guilty of misuse of state property under various laws, including theft, arson, vandalism, unauthorized access to or damage to computer systems, and unauthorized personal use of state resources

Non-employees may also be guilty of misuse of state property under various laws, including theft, arson, vandalism, unauthorized access to or damage to computer systems, and unauthorized personal use of state resources."

Any University employee who has information about the misuse of State property or knows of an individual using State property in a way that jeopardizes human life should report as soon as possible, but not later than three days, to their supervisor. Each department is required to report any suspected misuse of state property promptly to the University’s Office of Legal Affairs. State law requires Legal Affairs to report the possible misuse to the State Bureau of Investigation.

The following summary regarding frequently used equipment is provided to inform you or to remind you of your obligations. If you have any questions about your responsibilities or about the appropriate use of State property not listed below, please contact your supervisor, director, department head, or dean.

Computers:

The use of computers is governed by the University’s administrative regulation on computer use. Limited personal use is allowed provided all conditions are met under section III of the regulation. See the Computer Use Regulation.

Telephones and Facsimiles:

Telephones and fax machines are for university business. Occasional personal, local telephone calls are permitted. Long distance telephone and fax charges that result in a toll to the University are not permitted, even if it is your intended purpose to reimburse the University. Charging personal long distance telephone calls to the University is considered misuse of state property. University rules require documentation of all long distance telephone calls. This documentation must be available in the department for periodic audit and review. A recommended form for documenting these calls is available at http://www.ncsu.edu/policies/informationtechnology/pdf/logsheet.pdf

No personal calls, local or long distance, may be made with university-owned cell phones, even if a total package of minutes applies to the use of the phone.

State Vehicles:

Under N.C.G.S. 14-247, it is unlawful to use any state-owned vehicle for private purposes whatsoever. The State Motor Pool rules govern the use of state vehicles and can be found at: http://www.ncsu.edu/policies/
finance/travel/REG07.65.7.php

Use of State Property Off Campus or at Home:

Any State property that is taken away from campus, to your home or other locations is governed by the rules on capital assets. Equipment may be taken off premises if (1) use will not interfere with the operational needs of the college/department; (2) the appropriate dean/director/department head gives written approval for such use; and (3) the equipment is used only for University purposes. NCSU Equipment Tracking Authorization Form must be completed. http://www.ncsu.edu/policies/finance/
accts_receivables/REG07.30.14.php

Under State law, the University must collect from employees the cost of any State property they have not returned. In the case of a separating employee, State law allows the University to deduct the value of the property from a final paycheck.

Credit Cards (department stores, gasoline, office supply, etc):

Under no circumstances may University credit cards or purchasing cards be used for personal use even if you intend to reimburse the University for the charges.

University Mail System:

The University mail system is for the handling of official University mail. Employees should not use it for personal correspondence or for private business. The U.S. Postal Service regulations permit the University to have an internal mail system for business purposes which is postage free under its "letters-of-the-carrier" exception. 39 C.F.R. 310.3. Violators may be fined, imprisoned or both and forced to pay postage.