Attachment C Vehicle Audit Policy and Procedure.pdf

Use of ESBOCES Vehicles

First Supervisory District of Suffolk County 201 Sunrise Highway Patchogue, New York 11772

Board Policy

Eastern Suffolk BOCES shall provide a limited number of vehicles for use by employees who are required to travel during the workday. These ESBOCES vehicles are to be used solely for official ESBOCES business and shall be operated only by persons authorized to do so.

The District Superintendent, Chief Operating Officer, or designee may assign vehicles to certain employees on a permanent basis or for specified periods of time. These employees will be provided with vehicle fleet credit cards for the purchase of fuel and/or for emergency repairs with the approval of the Director of Administrative Services or designee. Credit card usage will be in accordance with Policy 4315 - Issuance and Use of ESBOCES Credit Cards - and Administrative Regulation 4315R.1 - Issuance and Use of ESBOCES Credit Cards.

The vehicle may be assigned a key fob to be used at ESBOCES fuel pump locations. The key is to be used in accordance with Regulation 4555R.5 – Fuel Pumps and Regulation 4555R.1 – Use of ESBOCES Vehicles.

Exceptions to this policy may exist as a result of ESBOCES-approved contractual obligations.

References:

• Board Policy 4315 - Issuance and Use of ESBOCES Credit Cards

• Administrative Regulation 4315R.1 - Issuance and Use of ESBOCES Credit Cards

• Administrative Regulation 4555R.1 - Use of ESBOCES Vehicles

• Administrative Regulation 4555R.4 - ESBOCES Vehicles - Authorized Operators

First Adopted: 7/1/2003 Readopted: 9/26/2007 Readopted: 9/18/2013 Adopted as revised: 1/22/2020

Attachment C - Vehicle Audit - Policy and Procedure

Department of Administrative Services 11/29/2012

4555P.4

Audit of Vehicle Usage

First Supervisory District of Suffolk County 201 Sunrise Highway Patchogue, New York 11772

Purpose

The purpose of this procedure is to provide instructions regarding

• the completion of Form 4555F.4 – Vehicle Audit Checklist

• reporting audit findings

• responding to audit findings

General Information

Two (2) vehicles per month will be randomly chosen for audit. The purpose of the audit is to ensure that ESBOCES vehicles are being used for ESBOCES business. Furthermore, the audit will provide reasonable assurance that ESBOCES resources, such as fuel, are properly accounted for and utilized. The audit is to be performed by the Claims Auditor.

Form 4555 F.2 – Vehicle Daily Usage Log – is used each time an ESBOCES-owned vehicle is utilized. The completed forms are sent to Central Support Services (CSS) monthly, along with all correlating fuel receipts. These logs are used as a basis for the audit.

Monthly Audit Procedures

• Each month two (2) vehicles will be randomly selected for auditing by the Director of Administrative Services or designee.

• CSS will provide the Claims Auditor with copies of the Vehicle Daily Usage Logs, copies of fuel receipts, and detailed fuel invoices for the month.

• The Claims Auditor completes Part 1 of Form 4555F.4 – Vehicle Audit Checklist.

o The Claims Auditor will call the supervising administrator of the vehicle for a current odometer reading. The reading will be documented on the Vehicle Audit Checklist and will be compared to the mileage log.

o Two (2) trips per page will be randomly selected from the Vehicle Daily Usage Log.

The mileage usage entered from the trips selected on the log will be compared to MapQuest or other similar tool for reasonableness (within fifteen (15) miles or twenty percent (20%), whichever is greater).

o For vehicles that are used for adaptive driver training, an allocation of forty (40) miles per hourly lesson will be used as a basis for reasonableness.

o The number of gallons and price per gallon on the detailed fuel invoices will be traced to the vehicle log.

Procedure

4555P.4

Department of Administrative Services 11/29/2012 o Miles per gallon will be calculated and documented.

o The mileage log will be checked for overall proper completion.

o All material discrepancies will be noted.

o The completed form and all supporting documentation will be submitted to the Director of Administrative Services for review.

• The supervising administrator of the vehicle will be presented with the results of the audit and must respond to the results by completing Part 2 of Form 4555F.4 - Vehicle Audit Checklist. The form and any supporting documentation must be returned to the Director of Administrative Services within thirty (30) days of receipt.

• The Director of Administrative Services completes Part 3 of Form 4555F.4 – Vehicle Audit Checklist.

References:

• Board Policy 4555 – Use of ESBOCES Vehicles

• Administrative Regulation 4555R.1 – Use of ESBOCES Vehicles

• Form 4555F.2 – Vehicle Daily Usage Log

• Form 4555F.4 – Vehicle Audit Checklist

2/9/2010

Effective Date 2/23/2010

4555F.4

Board of Cooperative Educational Services First Supervisory District of Suffolk County

201 Sunrise Highway Patchogue, NY 11772

Audit Period / /20 through / /20

Part 1 (To Be Completed By Auditor)

Vehicle Plate Number Vehicle VIN Number Vehicle Year 20 Vehicle Make/Model Vehicle Color Primary Driver Program Odometer Reading Date of Odometer Reading / /20 Reading Obtained From

Name Title

1. Physical Odometer Reading is Accurate Yes No

2. Mileage is Reasonable Yes No

3. Opening Mileage Agrees with Prior Log Yes No

4. Fuel Consumption is Reasonable Yes No

5. Miles Per Gallon is Reasonable Yes No

6. Log is Properly Completed Yes No

7. All Fuel Receipts Accounted For Yes No

If the answer to any item above is “No,” an explanation must be provided below under the corresponding number. Please attach all supporting documentation.

1.

2.

3.

4.

5.

6.

7.

Audit Performed By Print Name Title

/ /20 Signature Date

(continued on following page)

Vehicle Audit Checklist

4555F.4

Department of Administrative Services 2/9/2010

Effective Date 2/23/2010

Part 2 – Corrective Action Plan (To Be Completed by Supervising Administrator of Vehicle)

Provide explanation and/or corrective action under the corresponding number. Please attach all supporting documentation.

1.

2.

3.

4.

5.

6.

7.

Submitted By Print Name Title

/ /20 Signature Date

Part 3 – Final Review (To Be Completed by Director of Administrative Services) This audit, as well as the response by the supervising administrator, has been reviewed. Any/all material discrepancies have been reconciled. No further action is necessary.

/ /20 Susan Maddi, Director of Administrative Services Date

References:

• Board Policy 4555 – Use of ESBOCES Vehicles

• Administrative Regulation 4555R.1 – Use of ESBOCES Vehicles

• Form 4555F.2 – Vehicle Daily Usage Log

• Procedure 4555P.4 – Audit of Vehicle Usage

9/25/2019

4555P.2

Vehicle Daily Usage Log

First Supervisory District of Suffolk County 201 Sunrise Highway Patchogue, New York 11772

Purpose The purpose of this procedure is to provide instruction in the proper completion of Form 4555F.2 – Vehicle Daily Usage Log.

General Information Form 4555F.2 is to be used each time an ESBOCES-owned vehicle is utilized. Every trip requires an entry (roundtrip requires two (2) entries). The first entry is the mileage accrued from where the vehicle has been parked for the night to the first destination. The next entry is the mileage accrued to the next destination, and so on. The final entry each day should be the mileage accrued from the last destination to the location where the vehicle is parked for the night.

Completing the Vehicle Daily Usage Log – Please write legibly.

Vehicle Information Section 1: Enter ALL information requested - do not leave any blanks.

Mileage and Destination Data Section 2: Enter date of travel (month/day/year) for every trip.

Section 3: Enter correct odometer reading at point of each departure.

Section 4: Enter correct odometer reading at point of each destination.

Section 5: The name of the destination location is REQUIRED (i.e., Crown Plaza Hotel, William Floyd School District). Note: The only time acronyms may be used are for ESBOCES locations (i.e., HAC, BTC). A complete description of each destination location is REQUIRED. This includes the street number, street name, town, state, and zip code. Only ESBOCES locations do not require a full address.

Section 6: Enter a brief but complete and meaningful description of purpose for each destination (e.g., NY Initiatives Meeting, etc.)

Section 7: Print full name of driver for each trip.

Section 8: Print the department or program name to which the driver is assigned.

Refueling Data All fuel receipts are to be attached to the Vehicle Daily Usage Log. The driver purchasing the fuel is to sign the receipt and enter the vehicle license plate number on the receipt.

Procedure

Procedure 4555P.2

Department of Administrative Services 9/25/2019

Section 9: Enter exact mileage of vehicle upon refueling.

Section 10: Enter number of gallons/liters purchased.

Section 11: Enter exact cost of refueling.

Note: If refueling at an ESBOCES fuel pump, you will not receive a receipt. However, you must still complete Sections 9 and 10 and indicate the location of the refueling in Section 11 (e.g., MTC, or BTC).

Authorization Section 12: If a vehicle is assigned to an individual or has a primary driver, that person’s signature is required.

Section 13: Signature of the Supervising Administrator is required before monthly submission to Central Support Services.

Processing the Vehicle Daily Usage Log Completed logs, along with fuel receipts, are to be forwarded to Central Support Services (CSS), on a monthly basis, to be received at CSS by the tenth (10th) day of the following month.

References:

• Board Policy 4555 - Use of ESBOCES Vehicles

• Administrative Regulation 4555R.1 - Use of ESBOCES Vehicles

• Form 4555F.2 - Vehicle Daily Usage Log

3/15/2012

Effective Date 3/29/2012

4555F.2

Board of Cooperative Educational Services First Supervisory District of Suffolk County

201 Sunrise Highway Patchogue, NY 11772

VEHICLE INFORMATION

Section 1

DO NOT LEAVE ANY BLANKS IN THIS AREA.

License Plate Number Year Make Model Color VIN Number Last Six (6) Digits

MILEAGE AND DESTINATION DATA REFUELING DATA

Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10 Section 11

Date (mm/dd/yy)

Begin Mileage

End Mileage

Destination (Print Complete Description) Purpose

Driver (Print Full Name)

Department/Program of Driver Mileage

Gallons/ Liters Cost

Note: All logs and fuel receipts must be forwarded to Central Support Services, Hines Administration Center, by the tenth (10th) day of the following month. Please call

687-3116 with any questions.

AUTHORIZATIONS

Section 12 (if applicable) Section 13

Signature of Employee to Whom Vehicle Assigned

Signature of Supervising Administrator

Vehicle Daily Usage Log