Employees will be held accountable for damage to, or loss of, agency property in their possession or for which they are responsible. In the event that such loss or damage is intentional or due to negligence or carelessness, an employee may be required to replace or pay for the replacement cost of the agency property.
This policy is designed to ensure that items purchased with Federal or State grant funds are not lost or damaged.
Individual members of staff are responsible for exercising reasonable care to prevent loss or damage to agency property in their possession. Agency property must be cared for properly and returned in the condition in which it was received.
Each manager is responsible for creating systems that track the use of equipment for which they are responsible, and for reporting any loss of or damage to agency property to the appropriate supervisor.
Supervisors are responsible for holding staff under their supervision accountable for loss of or damage to agency property.
The Human Resources Manager is responsible for maintaining a record of any oral or written reprimands or any other consequences resulting from the loss of or damage to agency property, and for ensuring that such reprimands are maintained as part of that employee’s personnel record.
The Executive Director and Head Start Director are responsible for ensuring that each supervisor complies with this policy.
Agency property, for the purposes of this policy, is defined as any item or group of items which was purchased with agency funds or was donated to the agency.
An intentional act is one which is done deliberately and is undertaken of one’s own free will.
Negligence is defined as the failure to exercise the degree of care considered reasonable under the circumstances. Carelessness,in this context, is a synonym for negligence. Staff should treat agency property with the same care as they would their own property.
Lost agency property is that which has not been returned within two weeks (14 calendar days) of the time when it was to be returned.
Steward is defined as the manager who is ultimately responsible for a particular item of agency property. For example, the Transportation Manager is the Steward of the buses and other vehicles purchased by the agency.
The following procedures apply to all items with a total replacement cost of $300 or more.
This policy was last revised on December 5th, 2006.
Policy Council approved on August 9, 2005
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