16.6.5 Malfeasance Reporting

(Last Modified on January 30, 2024)

Incidents involving suspected criminal malfeasance by an employee derived from the Ethics Line or otherwise must be reported to the USG Office of Internal Audit, Ethics and Compliance once an initial determination has been made that employee malfeasance may have occurred. Malfeasance reports involving financial fraud should also be sent to the Vice Chancellor for Fiscal Affairs. Malfeasance reports should be marked confidential and submitted in draft form. Malfeasance reports should include:

• Institution’s name and point of contact, including the email address and phone number;
• Description of the incident, including the incident time, date, location, improper activity, and estimated loss to the institution (if any);
• Known suspect information, including the employee name, title, employment status (administrative leave, pending termination, etc.), and supervisor’s name; and,
• Current case status, including law enforcement involvement and the results of any internal audit investigation.

The USG Chief Audit Officer, in consultation with the USG Office of Legal Affairs, shall transmit employee malfeasance reports to the Georgia Department of Law or other prosecutorial or law enforcement organizations that would be appropriate. The transmittal letter shall include an incident summary and may include a recommendation as to whether to pursue further investigation. Notifications will also be made, as appropriate, to other state and federal offices to include the Department of Administrative Services for cases involving State Purchasing Cards, Fleet Fuel Cards and Mandatory State Contracts.