To ensure that gasoline cards are used consistently and appropriately, the Department should develop a formal process by December 2016 for monitoring gasoline invoices and transactions. The Department should implement a policy that includes procedures for obtaining explanations for any gasoline purchase that appears out of the ordinary.
Fuel cards are now issued for each specific Police Department vehicle per the recommendations of the audit. All personnel are issued a unique identifying pin code to be used with the fuel card system. The Police Chief or designee conducts a monthly review of the fuel bill to ensure the accuracy of the charges and ensure there are no anomalies in the amount or type of fuel used overall or for any specific refueling during the billing cycle. The Police Chief issued a policy and procedure outlining the process on December 12, 2016.
Each vehicle fuel usage is monitored on the monthly fuel statement and reviewed by the chief of police. Any unusual usage is submitted to the officer for a written explanation.
As described in Recommendation 12, the Department has developed a process for assigning fuel cards to vehicles. Although the Department has asserted that the chief is reviewing the gas purchases charged to these cards, it was not able to substantiate its claims of those reviews. We anticipate that the City will be in a better position to provide supporting evidence in its six-month response, given the additional time for these procedures to be integrated within its activities.
Agency responses received are posted verbatim.