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Missing or Stolen Items

Reporting an Asset Missing or Stolen

There may be times when you need to report a lost or stolen asset, or you come across an asset previously reported as lost or stolen. If an asset is missing or stolen, notify your department manager, supervisor and the Inventory Contact Person (ICP). If the asset is a computing device, submit a Tech Café ticket to assist you in determining if the device is reporting on the network. If Category 1 data was stored or present on the computing device, send a copy of the form to the Office of Information Security. You can use the same form to report missing, reinstated, stolen and recovered assets.

If you conduct a thorough search and the university asset cannot be found, and no evidence of theft is apparent (e.g., forced entry, etc.), then the item is considered missing. Follow the below steps to report the missing asset:

  • Download the Missing Property/Reinstatement Form, select Missing and fill out the rest of the form
  • Obtain the required signatures
  • Email the form, along with all supporting documentation, to the Inventory Department 
  • Inventory staff will mark the asset missing, and the asset will remain on your department’s inventory while you continue to search
  • Inventory will send a completed copy of the form to your department ICP
  • Your vice president will be notified of the disposal if the asset has not been found after two years

The UTSA property manager will determine negligence for assets reported as missing.

If you are successful in finding the missing item, follow these procedures to report it:

When there is evidence of forced entry and the taking of property, items are considered stolen, and you should follow the below steps to report it: 

  • Notify the police immediately
    • If the theft occurred off campus, immediately file a theft report with local law enforcement; also report the theft to the UTSA Police Department
    • If the theft occurred on campus, file a theft report with the UTSA Police Department within 24 hours to launch an investigation
  • Download the Stolen/Recovered Property Report form, select Stolen and fill out the rest of the form
  • Obtain the required signatures
  • Email the form, along with all support documents, to the UTSA property manager in the Financial Services and University Bursar Office
  • For off-campus incidents, supporting documents could include:
    • Local police report
    • Approved Removal of Equipment Form
    • Copy of the approved Export Control Form, if theft happened outside the United States
  • Inventory staff will remove the asset from your department’s inventory records and send a completed copy of the form to your department’s ICP

Negligence determination is made by the associate vice president of Financial Affairs for assets reported stolen.

If a stolen item was found and returned to you, follow these procedures to report the recovered asset: