We have recently experienced thefts throughout the district and thought it was a good time to remind staff of the procedures for reporting thefts.  The procedure ensures the uniform receipt of documentation and prompt action on replacement of articles presumed stolen. We hope the following information will assist you, if you experience a theft.

WHAT TO DO when a theft has occurred:

Procedure for all Madison-area facilities:

1. Notify your supervisor;
2. Report the theft to the MATC Security office (608-243-4357) and inform them of the theft. They will either notify the Madison Police Dept. that you wish to file a report concerning the theft, and the Police Dept. will be in contact with you or they will send MATC Security staff to take your report; and
3. Notify the Director of Finance/Risk Management office (608-246-6033/6035) of the theft.

Procedure for Regional Campus facilities:

1. Notify your supervisor;
2. Telephone the MATC Security office (608-243-4357) and inform them of the theft;
3. Contact your local Police Dept. personally and inform them that you wish to file a report concerning a theft; follow-through on filing the report, and forward a copy the MATC Security Office; and
4. Notify the Director of Finance/Risk Management office (608-246-6033/6035) of the theft.

Replacement of items with a value up to and including $100 shall be the sole responsibility of the department via the departmental budget.  For those items with a replacement value of greater than $100, it is the responsibility of both the department and the College’s self-insurance fund. The department shall cover the first $100 and the self-insurance fund shall cover the amount over $100 up to the pre-determined replacement value.  If the cost of the replacement item is more than the pre-determined replacement value, the additional cost is the responsibility of the department. (NOTE:  The replacement value is normally defined as the purchase price of the stolen property.)

If the stolen items are computer hardware/software items, a Technology Services Hardware/Software Request Form needs to be completed, forwarded to the Director of Finance for approval/signature, and then submitted to Technology Services for processing.  Items stolen other than those requiring a Hardware/Software Request Form will require a completed Purchase Order.  Please contact Bonnie Vandre-Blewett at 608-246-6035 for specific information regarding the Buyer and correct Chartfield for the use of self-insurance funds.

Prior to approving the replacement purchase of an item that requests the use of self-insurance funds, the Director of Finance/Risk Management office shall have all documentation of the theft.  This includes a copy of the police report or MATC Security office report, detailed information of the stolen property (Make/Model/Serial Number and MATC tag number of the stolen property), and a completed Hardware/Software Request Form (for those items requiring this) or a completed Purchase Order. It is the respective Division/Department’s responsibility to verify, via the MATC Security Office, that a written report has been completed and forwarded to the Director of Finance/Risk Management office.

If you have questions at any time about this process, please do not hesitate to contact Bonnie Vandre-Blewett (608-246-6035) or Mary Rapp (608-246-6033).