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Secretary
U.S.
Department of
Homeland SecurityWashington, DC 20528
HomelandSecurity
May 15,2012MEMORANDUM FOR:Charles
K.
EdwardsActing Inspector GeneralCouncil
of
Inspectors General on Integrity and EfficiencyFROM:Secretary Napolitano
~
SUBJECT:Quarterly High-Dollar Overpayments ReportJanuary to March 2012Attached, as required by Section
3f of
Executive Order 13520: Reducing Improper Payments, isthe Department's Quarterly High-Dollar Overpayments Report for the period
of
January toMarch 2012. Additionally, information is included on high-dollar overpayments from priorreports which remain uncollected as
of
March 31, 2012. This report will be made publiclyavailable within
15
days.This reportsupportsthe Department's commitment to fulfilling the Executive Order's goals
of
eliminating payment error and waste in federal programs and increasing the transparency andpublic scrutiny
of
significant improper payments.Attachment
www.dhs.gov 
 
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Department of Homeland SecurityHigh-Dollar Overpayments Reportfor the Quarter Ending March 31, 2012ComponentRecipient Type (Entityor Individual)City and StateProgram(s)ResponsibleCollection ActionsTaken or PlannedWhy the Overpayment OccurredAnd Actions to Prevent ReoccurrencePayment DateHigh $ OverpaymentDate IdentifiedAmount PaidCorrect AmountOverpayment AmountRecovered Amount Outstanding Balance
FLETCENTITYArtesia, NMFinance DivisionVendor returnedoverpayment.The vendor used the same invoice number fornumerous accounts. The invoice coding for thisvendor now includes the account number as well asinvoice number to prevent reoccurrences. TheStandard Operating Procedure was updated todocument this change.January 11, 2012January 19, 2012$168,588.92$84,294.46$84,294.46$84,294.46$0.00FOENTITYVienna, VAICE Dallas FinanceCenterVendor returnedoverpayment.The payment was setup under a similarly named butincorrect vendor. The payment technician did notnotice the difference in vendor names between theinvoice, contract, and obligation. Prior to processingpayments, the payment technician shall ensure invoice,contract, and Central Contractor Registrationinformation match.January 11, 2012January 23, 2012$31,870.80$0.00$31,870.80$31,870.80$0.00FOENTITYMcLean, VAOffice of the ChiefFinancial Officer andICE Dallas FinanceCenterVendor returnedoverpayment.Charges on an invoice were split between twoagencies. Instead of paying the adjusted amount forDHS only notated on the adjustment form, the originalamount for both agencies was paid. FO staff willthoroughly review all documentation prior to payment.The Dallas Finance Center will retrain the IntakeTechnicians, Payment Technicians, and Certifiers onproperly reviewing adjustment forms. Additionally, FOwill ensure each receiving ticket entered into theFederal Financial Management System undergoesreview by a second analyst to confirm accuracy ofinformation.December 14, 2011February 27, 2012$83,030.94$47,033.27$35,997.67$35,997.67$0.00TSAENTITYWest Palm Beach,FLUSCG Finance Center -Commercial PayablesDivisionVendor returnedoverpayment.The Purchase Order inputted into the financial systemcontained the wrong Data Universal NumberingSystem/Taxpayer Identification Number. This errorcaused the transmission of the payment to the wrongvendor. A system request has been submitted tocorrect the Data Universal Numbering System numberassociated with the Purchase Order number. Until thissystem correction is completed, a Payables Supervisorwill review all invoices received from this vendor toensure the correct vendor is paid.January 26, 2012February 29, 2012$38,322.58$0.00$38,322.58$38,322.58$0.00USCGINDIVIDUAL Miami, FLCG-84, Office ofFinancial Policy andSystemsNotice of overpayment sent tomember and copy toServicing Personnel Office.Payroll deduction started.Member had a permanent change of duty station andtransactions were not reported timely and accurately.Servicing Personnel Offices staff will undergoadditional training focusing on timely and accuratesubmission of documents.December 15, 2011January 3, 2012$5,124.83$0.00$5,124.83$241.76$4,883.07USCGINDIVIDUAL Royal Palm Beach,FLCG-84, Office ofFinancial Policy andSystemsContacted recipient,overpayment collected.Retroactive processing of service member's VeteransAffairs entitlements resulted in a duplicate payment. Anew internal control report was implemented to identifythese payments.November 1, 2011January 3, 2012$7,827.52$0.00$7,827.52$7,827.52$0.00USCGENTITYMcLean, VACG-84, Office ofFinancial Policy andSystemsVendor returnedoverpayment.The technician and authorized certifying officerinadvertently processed the same invoice twice. TheFinance Center implemented an invoice verificationprocess and checklist to streamline and improve theaccuracy of invoice reviews.July 24, 2007January 13, 2012$69,688.77$34,822.14$34,866.63$34,866.63$0.00USCGINDIVIDUAL Tonganoxie, KSCG-84, Office ofFinancial Policy andSystemsContacted employee,overpayment collected.Retroactive processing of service member's VeteranAffairs entitlements resulted in a duplicate payment. Anew internal control was implemented to identify thesepayments.November 1, 2011January 3, 2012$6,930.08$0.00$6,930.08$6,930.08$0.00
 
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Department of Homeland SecurityHigh-Dollar Overpayments Reportfor the Quarter Ending March 31, 2012ComponentRecipient Type (Entityor Individual)City and StateProgram(s)ResponsibleCollection ActionsTaken or PlannedWhy the Overpayment OccurredAnd Actions to Prevent ReoccurrencePayment DateHigh $ OverpaymentDate IdentifiedAmount PaidCorrect AmountOverpayment AmountRecovered Amount Outstanding Balance
USCGENTITYMartinsburg, WVCG-84, Office ofFinancial Policy andSystemsVendor returnedoverpayment.The vendor submitted two invoices for the same goodsand services. The technician and authorized certifyingofficer did not recognize the invoice as a duplicate,since both invoices had a different invoice number anddate. The Finance Center has implemented an invoiceverification process and checklist to streamline andimprove the accuracy of invoice reviews.January 25, 2012February 10, 2012$162,050.62$81,025.31$81,025.31$81,025.31$0.00USCGINDIVIDUAL Washington, DCCG-84, Office ofFinancial Policy andSystemsNotice of overpayment sent tomember and copy toServicing Personnel Office.Reserve member continued to receive pay andallowances after his orders were terminated. ServPersonnel Offices staff will undergo additional trainfocusing on timely and accurate submission ofdocuments.icingingDecember 30, 2011February 23, 2012$9,280.24$0.00$9,280.24$0.00$9,280.24USCGINDIVIDUAL Washington, DCCG-84, Office ofFinancial Policy andSystemsNotice of overpayment sent tomember and copy toServicing Personnel Office.Service member's spouse received Basic Allowancefor Housing while living in government quarters. All theUSCG members will be counseled to notify theirServicing Personnel Office of any change in housingstatus and to review their Leave and EarningsStatements monthly.December 30, 2011February 27, 2012$20,197.18$0.00$20,197.18$0.00$20,197.18USCGINDIVIDUAL New Orleans, LACG-84, Office ofFinancial Policy andSystemsNotice of overpayment sent tomember and to finance centerfor collection.Member's salary payment was returned by Treasurydue to bank account closure. The payment failure wasnoticed independently by two branches of the USCGwho did not coordinate with each other. The USCGwill improve internal communication processes toprovide clear and concise information to keystakeholders responsible for ensuring overpaymentsdo not take place.December 27, 2011January 24, 2012$6,990.34$0.00$6,990.34$0.00$6,990.34USCGINDIVIDUAL Camden, SCCG-84, Office ofFinancial Policy andSystemsContacted recipient,overpayment collected.Received report of retiree's death after payment made.The USCG performs monthly and quarterly checksusing data from the Department of Defense, the SocialSecurity Administration, and the Veteran'sAdministration to prevent issuance of retiree benefits todeceased members. Additionally, families and estatesare required to immediately notify the USCG of aretiree's death. Late notification of death by the familyis not uncommon due to the stress of the situation.February 1, 2012February 2, 2012$5,259.42$0.00$5,259.42$5,259.42$0.00USCGINDIVIDUAL Jacksonville, FLCG-84, Office ofFinancial Policy andSystemsPayment returned from theUnited States Treasury.Received report of retiree's death after payment made.The USCG performs monthly and quarterly checksusing data from the Department of Defense, the SocialSecurity Administration, and the Veteran'sAdministration to prevent issuance of retiree benefits todeceased members. Additionally, families and estatesare required to immediately notify the USCG of aretiree's death. Late notification of death by the familyis not uncommon due to the stress of the situation.February 1, 2012February 2, 2012$5,472.40$0.00$5,472.40$5,472.40$0.00USCGINDIVIDUAL Juneau, AKCG-84, Office ofFinancial Policy andSystemsNotice of overpayment sent tomember and copy toServicing Personnel Office.Member was assigned to government quarters andwas no longer entitled to basic allowance for housing.Documents to process the housing change were notreceived timely. Training will be given to ServicingPersonnel Offices regarding timely and accuratesubmission of documents.February 1, 2012March 1, 2012$19,996.20$0.00$19,996.20$0.00$19,996.20
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