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AC 2013 SeattleSD List of Exit Items 6-10-14

AC 2013 SeattleSD List of Exit Items 6-10-14

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Published by Julian A.
AC 2013 SeattleSD List of Exit Items 6-10-14
AC 2013 SeattleSD List of Exit Items 6-10-14

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Published by: Julian A. on Jul 23, 2014
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List of Exit Items: Fleet Management
The District has 298 vehicles in its fleet. These vehicles are used for deliveries, maintenance, general transportation, environmental services, and by buildings and grounds staff, among other uses. We reviewed the District's procedures for vehicle assignment and use, fuel card use, vehicle purchases and fleet inventory. Related to these areas, we found: The department responsible for fleet management activities, Facility Operations, does not adequately monitor vehicle assignment and usage. Required forms are missing or not properly filled out all for vehicles and drivers. As a result, Fleet Data isn't up-to-date or accurate enough to be relied on. We found the District's vehicle inventory procedures aren't adequate to ensure that the District can locate vehicles and equipment on the timely manner. We also noted that the District does not keep adequate records to show as evidence that a physical inventory of vehicles was completed. We also examined fuel card purchases and noted the District does not provide sufficient oversight to ensure employees are following fuel card policies and procedures. We noted that not all departments are charged for their fuel expenditures. Department managers don not approve and submit fuel card invoices to Accounts Payable on the timely manner. We noted instances where department managers do not monitor and do not reconcile fuel card expenditures for reasonableness. In addition Facilities Operations Department does not have sufficient system in place to maintain records of use of fuel cards. We noted that Fuel Mileage logs were not consistently submitted and those that were submitted were not kept in organized manner. We recommend the District:
To develop and implement district-wide fleet management policies and procedures
To improve current system of keeping track of vehicle assignments to ensure timely collection of vehicle use information
To develop and follow adequate fuel card usage policies in procedures to insure no misuse takes place and that all of the departments are charged for their fuel expenditures.
To improve its inventory procedures to allow for more timely detection of missing vehicles and equipment and to implement procedures that require keeping physical inventory records.
To ensure that all leased vehicles are added to its assets tracking database.

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