[Minor revision–posted 12/8/23 (replaces 11/14/17 edition)]
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Operating Policy and Procedure

OP 61.01: Use of University Facilities, Equipment, Vehicles, Supplies, and Services for Private Purposes Prohibited

DATE: December 8, 2023

PURPOSE: This Operating Policy/Procedure (OP) establishes the prohibition of the use of university facilities for private purposes.

REVIEW: This OP will be reviewed in September of odd-numbered years by the Assistant Vice President and Chief Procurement Officer with substantive revisions forwarded to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  Article 16, Section 6 of the Texas Constitution provides that: “No appropriation for private or individual purposes shall be made.” Article 8, Section 6 provides that: “No money shall be drawn from the Treasury but in pursuance of specific appropriations made by law. . .” Section 03.02.1.h, Regents' Rules defines as a breach of public trust, “unauthorized entry to or use of (university) facilities” by faculty, staff, or students.

2.  It is clear that it is the intent of the Texas Constitution and the Board of Regents that university facilities, equipment, supplies, and services are to be used only for duly authorized university purposes. Accordingly, the use of university-owned resources or resources for which the university has acquired stewardship responsibilities in which title is vested to others including, but not limited to, buildings, equipment, materials, supplies, communication devices, utilities, and services of university personnel for personal purposes is prohibited.

3.  Services of Personnel

The use of university personnel for personal work is strictly prohibited. This work includes, but is not limited to, typing and secretarial services on personal and/or private consulting correspondence, running personal errands, and other like personal services.

4.  Use of Equipment

Equipment that the university owns or is responsible for shall not be used for personal purposes. University-owned or controlled equipment should not be removed from the university premises. In the event a tagged item of equipment is needed to be removed from university property to an employee's personal residence or other like property to accomplish university work on business “at home,” then appropriate property custodian approval must be requested and obtained prior to removing the equipment from university premises. A copy of the request document with the property custodian approval must be filed with the Property Management department. Small, untagged items such as dictating equipment, calculators, and other like property used in “at home” university work and business are exempt from this provision. The form is available online: https://www.depts.ttu.edu/accountingservices/Property-Management/Temporary-Use-of-Property-Authorization-Form.pdf.

5.  Telephones

Directory Assistance, TEX-AN, WATS, and Direct Dial 1+ and 0+ personal calls are not authorized over university telephone system. Any person placing emergency directory assistance or long distance telephone calls over an official communication device or computer will reimburse the university for the bill amount of the call plus applicable U.S. federal excise tax.

6. Use of Vehicles

As set forth in the Government Code, Section 2203.004, and Penal Code, Chapter 39, no state-owned vehicle will be used for personal reasons.

Misuse of a state vehicle is a state jail felony.

The use of a state vehicle to conduct personal business such as banking, shopping, running errands, transporting family members, or use in a parade of any kind requires complete written justification from the department head prior to such use. Further, vehicles will not be kept overnight at an employee's place of residence. Written justification requesting exception to the policy must be sent by the department head to the Vehicle Fleet Manager for consideration. The request will then be forwarded to the President or her/his authorized representative for approval and signature. A fully executed copy of the justification will be forwarded to Vehicle Fleet Management, TTU – Administrative Support Center, MS/Box 43161.

7.  Office Supplies

Office supplies are for business use only. Personal use of university supplies will be considered fraud and could be grounds for corrective action.

8.  Persons required to reimburse the university for personal phone calls, copies, or supplies will do so by depositing the cost of the service or material, plus applicable federal excise or Texas sales taxes at the Cash and Credit Management Services Office. The cost of the services or materials will be credited to the FOAP that originally paid for the services or materials. Receipts for these reimbursements will be retained on file in the department records for one fiscal year after the fiscal year in which the deposit was made.

9.  Any questions regarding this policy should be directed to the Assistant Vice President and Chief Procurement Officer.

OP Categories

01 Chancellor
02 Development
04 Audit Services
10 President
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
66 Libraries
67 Mail Services
68 Communications and Marketing
69 Payroll and Tax Services
70 Human Resources
72 Purchasing, Contracting, and Payables
74 Research
76 Security
77 Student Services and Registrar
78 Traffic and Parking
79 Travel
80 Vehicles