Compliance

Commonly Asked Compliance Questions 

University of Colorado Colorado Springs (UCCS) and University of Colorado (CU) guidelines restrict when purchases may be shipped directly to an employee’s personal address.

Shipping items directly to a personal address introduces potential compliance risks. When the same individual is responsible for both ordering and receiving goods, it creates a separation-of-duties concern that may increase the risk of inappropriate or unverified purchases.

Requiring items to be shipped to UCCS helps ensure:

• Independent verification that goods received match what was ordered
• Proper inventory tracking and accountability
• Reduced risk of misuse or loss of university property

Additionally, UCCS IT Asset Management (ITAM) guidelines require that all data-storing devices be recorded and, in many cases, configured by the Office of Information Technology (OIT). This includes installation of required software, security controls, and asset tracking.

Shipping to a personal address is permitted only in limited circumstances. Convenience or cost savings alone are not sufficient justification.

Ship-to-home may be approved when all of the following conditions are met:

• The item is classified as low risk under ITAM asset risk assessment guidelines
• The item does not qualify as a capital asset (i.e., cost is less than $5,000)
• The item does not require OIT configuration or software installation
• The item is not federally owned and not funded by a grant

In addition, employee work status must meet the following criteria:

• The employee must be fully remote
• The employee must reside outside a reasonable commuting distance from UCCS
  • Example: An employee located in Oregon may qualify
  • Example: An employee located in Denver would not qualify

Employees who are hybrid or primarily on-campus are not eligible for ship-to-home delivery. Exceptions may be considered only in rare cases where the employee is away from campus for an extended period (e.g., sabbatical).

Prior approval is required before placing any order for ship-to-home delivery.

To request approval:

1. Complete the UCCS Ship-to-Home Waiver Form 
2. Obtain approval from:
   • The Department Dean
   • The UCCS Controller

Purchases may not be made until all required approvals have been secured.

Failure to comply with these guidelines may result in denied reimbursement, required return of items, or other corrective actions.