FUEL USAGE MONITORING REPORT JUNE 17, 2008

Transcription

1 FUEL USAGE MONITORING REPORT JUNE 17, 2008 Prepared by: L. E. Luke Brooker Highlands County Clerk of Courts

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3 Purpose Compliance and Internal Audit has been conducting a monitoring of the Highland s County Board of County Commissioner s (BOCC) Fuel Management System. The purpose of our monitoring effort was to gather information regarding fuel usage and reporting. Over the past few weeks Internal Audit has received numerous anonymous tips regarding possible theft of fuel by BOCC employees. Our monitoring consisted of several days of observation of the Sebring and Avon Park fuel sites. Method The method being used is an audit monitoring technique to gather further information regarding the possible theft of fuel. Our monitoring methodology included observations and documentation of times, dates and persons utilizing the fuel sites. Comparisons between what was observed and the actual Fuel Master Database were performed. Data was also analyzed over several months that compared gallons of fuel to the mileage submitted to the Fuel Master Database. On some occasions video taping of suspicious activity was performed. Reporting This monitoring report is intended to provide an overview of the Fuel Management monitoring activities performed by the during the past three month period of April 2008 thru Present. This report will summarize the significant issues and areas for concern identified during our monitoring process; as well as provide suggested corrective measures. Fuel Management Overview The purpose of the Fuel Management System is to provide convenient locations throughout the county for many organizations. These organizations include, but are not limited to, City of Avon Park, City of Sebring, City of Lake Placid, Highlands County School Board, the Sheriffs Department, Property Appraiser, Tax Collector and all Departments under the BOCC. The Fuel Management System is administered by the General Services/Purchasing Department. Tracking of the Fuel Management System relies on both internal controls and external controls. The internal controls consist of limited database access, coding of vehicles and keys, and keypads used to input current vehicle mileage. The external controls are performed by the user and are anticipated to be accurate; the user must use the correct key for the vehicle being used and input the correct mileage. 1 of 4

4 Anonymous Tips: Possible Employee Theft of Fuel 3/25/08 caller stated he is a current BOCC employee who has confronted a fellow employee 2750 about stealing gas the caller stated he has told the employee 2750 not to come back to the Avon Park site. The caller stated that he has also notified the employee s 2750 supervisor about the situation. Caller stated that employee 2750 has a gas can (5 gallon) in the back of his pick-up truck and fills the tank after/before he fuels his county issued vehicle. Caller also stated he spoke to a deputy who referred him to our office. 5/7/08 caller stated that he saw employee 2750 last week take fuel from the Avon Park site, caller stated that there is also another man but did not know his name who is also stealing gas. 5/16/08 caller stated he just passed employee 2750 on Manatee Dr. and he had a gas can in the rear of the BOCC vehicle. 6/11/08 caller stated that he was off for a few weeks and wanted to know if we were doing anything about the issue. Caller wanted to know if he should purchase surveillance equipment. IA stated to the caller that we were working on the issue but it is time consuming and that IA was not able to provide any further information of the situation. Verification of information received: A) Observations Sebring Site: 4/15/08 (1hr) 4/16/08 (2hr) 4/21/08 (.5hr) 5/8/08 (1hr) 5/13/08 (.5hr) 5/16/08 (3hr) 5/23/08 (7hr) 5/27/08* (8hr) 5/28/08 (9hr) 5/29/08* (7hr) 6/2/08 (4hr) 6/6/08 (1hr) 6/9/08 (8hr) 6/10/08 (8.5hr) 6/11/08 (8.5hr) 6/16/08* (.25hr) Avon Park Site: 6/6/08 * (4.5hr) 6/10/08* (8hr) 6/12/08 (7hr) 6/13/08 (7.5hr) * Issues outlined below 2 of 4

5 Issues found during observations: 5/27/08 11:06 AM (Sebring Site) observed BOCC employee 0131, fuel county vehicle RB then fill gas (unleaded) can in back of truck, followed vehicle RB into Harder Hall area back to S. Lake Huckleberry. Further review shows that employee 0131 lives on S. Lake Huckleberry Dr., it is outside his normal job description to need an extra container of gas in his vehicle. 5/29/08 10:04 AM (Sebring Site) observed BOCC employee 4970, driving vehicle RB208710, fuel vehicle then filled 2 gas cans (unleaded) that were in the bed of the truck. Observed employee 4970 drive into employee parking lot, and transfer 2 cans (5 gallon) of gas from the county vehicle into a personal vehicle tag # D67 5ES. It is unknown if it is normal for this employee to need extra gas cans for his 6/6/08 3:04 PM (Avon Park Site) observed School Board employee 7118, fuel vehicle SCB20TIS then get a gas can (5 gallon) from driver side rear panel of truck and fill it. It is unknown if employee needs extra container of gas for regular 6/10/08 2:12 PM (Avon Park Site) observed School Board employee 7118, fuel vehicle SCB20TIS then get a gas can (5 gallon) from driver side rear panel of truck and fill it and return it to the rear panel of vehicle. It is unknown if employee needs extra container of gas for regular 6/10/08 3:31 PM (Avon Park Site) observed City of Avon Park Water Department employee 5219 fuel (diesel) vehicle APW034 then take a gas can (5 gallon) and fill it with diesel and put back in the back of vehicle. It is unknown if employee needs extra container of gas for regular 6/13/08 11:09 AM (Avon Park Site) observed City of Avon Park Water Department employee 5219 fuel (diesel) vehicle APW034 then take a gas can (5 gallon) and fill it with diesel and put back in the back of vehicle. It is unknown if employee needs extra container of gas for regular 6/13/08 1:49 PM (Avon Park Site) observed School Board employee 7118, fuel vehicle SCB20TIS then get a gas can (5 gallon) from driver side rear panel of truck and fill it and return it to the rear panel of vehicle. It is unknown if employee needs extra container of gas for regular 6/13/08 2:45 PM (Avon Park Site) observed last part of BOCC employee 2750 getting gas, unknown if gas can was filled. It is not in the normal course of his job duties to keep or need an extra container of gas. 6/16/08 7:55 AM (Sebring Site) observed BOCC employee 4970, driving vehicle RB208710, fuel vehicle then filled 2 gas cans (unleaded) that were in the bed of the truck. Observed 3 of 4

6 employee 4970 drive into employee parking lot, and transfer 2 cans (5 gallon) of gas from the county vehicle into a personal vehicle tag # D67 5ES. It is unknown if it is normal for this employee to need extra gas cans for his 4 of 4