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U.S. ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF INSPECTOR GENERAL
Spending Taxpayer Dollars
EPA OIG Compliance With
Managing Vehicles Within
EPA's Fleet Management
Program
Report No. 15-B-0002	October 6, 2014
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about the EPA OIG.

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Report Contributors:	Marcia Hirt-Reigeluth
Anthony Grear
Cara Lindsey
Andres Calderon
Gloria Taylor-Upshaw
Michael Davis
Abbreviations
AST
Automotive Statistical Tool
EPA
U.S. Environmental Protection Agency
FMR
Federal Management Regulation
GSA
General Services Administration
HTW
Home-to-work
OI
Office of Investigations
OIG
Office of Inspector General
WTH
Work-to-home
Are you aware of fraud, waste or abuse in an
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Washington, DC 20460
(888) 546-8740
(202) 566-2599 (fax)
OIG Hotline@epa.gov
More information at www.epa.gov/oiq/hotline.html.
EPA Office of Inspector General
1200 Pennsylvania Avenue, NW (241OT)
Washington, DC 20460
(202) 566-2391
www.epa.gov/oig
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U.S. Environmental Protection Agency
Office of Inspector General
At a Glance
15-B-0002
October 6, 2014
Why We Did This Audit
We sought to determine
whether the U.S.
Environmental Protection
Agency (EPA) Office of
Inspector General (OIG)
managed its law enforcement
vehicles in accordance with
federal fleet requirements.
We conducted this audit in
conjunction with an audit of the
agency's overall fleet
management. As of November
2013, the EPA OIG had a total
of 29 vehicles used by the OIG
Office of Investigations (Ol).
This report addresses the
following OIG goal:
• Be responsible stewards of
taxpayer dollars.
EPA OIG Compliance With Managing Vehicles
Within EPA's Fleet Management Program
What We Found
Our audit of the OIG's Ol oversight of its fleet vehicles
identified five management weaknesses regarding the
following:
Without sufficient
management of
government vehicles,
unauthorized use of
those vehicles could
go undetected and
vehicles may not be
efficiently used.
Consistency in filling out utilization logs for
vehicle usage.
Documentation to support vehicles monitored in
domicile-to-duty or home-to-work status.
Consistency for record keeping of fuel and maintenance receipts.
Fleet manager training on the Automotive Statistical Tool and inputting data
into the fleet information system.
Status of vehicles in locations where there is limited investigative staff.
Recommendations and Planned Corrective Actions
We recommend that the Deputy Inspector General require Ol to:
•	Include more information in its home-to-work mileage log to establish internal
controls and provide a documented audit trail to meet requirements.
•	Confer with the agency on vehicle monitoring and make any needed
changes, to ensure Ol procedures have an acceptable level of
documentation needed for the agency to meet its reporting requirements.
•	Maintain vehicle data in the vehicle's fleet file in accordance with its new
procedures and train all Ol employees involved with inputting and certifying
fleet data as needed.
The Deputy Inspector General agreed with our recommendations as revised.
We did not make a recommendation on utilization logs due to an updated policy
eliminating the requirement for these logs. We also did not make a
recommendation regarding the location of vehicles because Ol has been
monitoring vehicle status and adjusting its fleet size.
Send all inquiries to our public
affairs office at (202) 566-2391
or visit www.epa.gov/oia.
The full report is at:
www.epa.gov/oig/reports/2015/
20141006-15-B-0002.pdf

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•	«T	UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
#	\	WASHINGTON, D.C. 20460
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*L PRO"*4-	OFFICE OF
INSPECTOR GENERAL
October 6, 2014
MEMORANDUM
SUBJECT: EPA OIG Compliance With Managing Vehicles Within EPA's
Fleet Management Program
Report No. 15-B-0002

FROM: Kevin Christensen, Acting Assistant Inspector General
Office of Audit
TO:	Charles Sheehan, Deputy Inspector General
As part of our continuing work on internal controls, we initiated an audit of the management of vehicles
within the U.S. Environmental Protection Agency's (EPA's) fleet management program. During this
audit, we identified issues that impact the Office of Inspector General (OIG) regarding its management
of OIG law enforcement vehicles, and we are reporting this to you separately.
The office responsible for the implementation of the recommendations within the EPA OIG is its Office
of Investigations.
Action Required
In accordance with OIG Procedure 017, Internal Control Review, Section 1.2e, "Correcting Internal
Control Weaknessesweaknesses should be corrected as soon as possible and at the organizational level
closest to the problem. Each OIG office must develop a corrective action plan, which includes a
summary of the weakness, the status of corrective actions, timeline for resolution, and responsible
manager. A determination that a weakness has been corrected is made only when management
demonstrates that the corrective action taken effectively resolved the identified weakness. The
responsible manager must maintain all supporting documentation substantiating that the weakness has
been corrected.
The recommendations will remain open until correction in accordance with Sections 2.1.b.4 and 2.1.b.5
of OIG Procedure 017, which state that the Office of the Chief of Staff shall coordinate the OIG's
overall management integrity program by tracking the OIG's progress in taking actions to correct
identified weaknesses, maintaining the OIG Management Action Plan, and providing quarterly updates
to the Inspector General.
We will post this report to our website at http://www.epa.gov/oig.

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EPA OIG Compliance With Managing Vehicles
With EPA's Fleet Management Program
15-B-0002
Table of C
Purpose		1
Background		1
Scope and Methodology		2
Results of Review		3
Ol Utilization Logs for Vehicle Usage Need to Be Consistent		3
Ol Could Improve Monitoring of Vehicles in Domicile-to-Duty or HTW Status		4
Ol Requires Consistency With Fleet Record Keeping for Receipts		5
Ol Fleet Manager Needed Training to Input AST Data		6
Ol Should Continue to Review Fleet Status in Light of Staff Changes		6
Recommendations		7
OIG Response to Draft Report and OIG Evaluation		7
Status of Recommendations and Potential Monetary Benefits		8
Appendices
A OIG's Response to Draft Report	 9
B EPA OIG Distribution	 11

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Purpose
The purpose of this assignment is to help the U.S. Environmental Protection
Agency (EPA) Office of Inspector General (OIG) be responsible stewards of
taxpayer dollars. The assignment focused on determining whether the EPA OIG's
law enforcement vehicles within the EPA's fleet program are managed in
accordance with federal fleet requirements for vehicle operations, acquisitions and
utilization. As of November 2013, the EPA OIG fleet had a total of 29 vehicles.
Background
The Federal Management Regulation (FMR), Subchapter B, Personal Property,
Part 102-34, Motor Vehicle Management, sets forth the requirements that govern the
economical, efficient management and control of motor vehicles that the government
owns, leases commercially, or leases through the General Services Administration
(GSA) fleet. Section 102-34.20 provides that motor vehicles regularly used by an
agency to perform investigative, law enforcement or intelligence duties are not
covered by Part 102-34; these vehicles are subject to Subpart D, Official Use of
Government Motor Vehicles, and Subpart J, Federal Fleet Report.
Subpart D, Section 102-34.205, provides that a government vehicle is not to be
used for transportation between a place of residence and employment unless the
agency has authorized such use and has maintained a copy of the written
authorization within the agency and monitors the use of those vehicles.
Subpart J, Section 102-34.335, provides that agencies must submit annually to
GSA the information needed to produce the Federal Fleet Report through the
Federal Automotive Statistical Tool, which is an Internet-based reporting tool.
This section also requires reporting on five categories: inventory, acquisitions,
operating costs, miles traveled and fuel used. Section 102-34.345 provides that
agencies are responsible for developing and keeping adequate accounting and
reporting procedures for government motor vehicles. These will ensure accurate
recording of inventory, cost and operational data needed to manage and control
motor vehicles, and will satisfy reporting requirements. The EPA's fleet
management information system is the Automotive Statistical Tool (AST).
Per the EPA's draft Fleet Management Manual as of December 2013, the agency
fleet manager is responsible for administering and implementing fleet management
guidelines (i.e., the guidelines set forth in the manual) across all designated vehicle
motor pools for EPA regions, offices and programs. Regional/program fleet
managers have numerous responsibilities for all government-owned vehicles and
motor pools within their delegated EPA region or facility. Local fleet managers are
responsible for the daily operations of the EPA's motor vehicles.
The OIG fleet management responsibilities in effect when we started our audit
were detailed in EPA OIG Policy 217, Law Enforcement Vehicles, dated
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November 15, 2007. This document set forth policy and procedures governing the
acquisition and use of law enforcement vehicles, vehicle safety, vehicle pursuits,
and the use of emergency equipment in vehicles. The policy noted that the
supervisor is responsible for determining the requirements in his or her area(s) of
jurisdiction and will continually ensure that the size of his or her assigned vehicle
fleet is appropriate for the number of Special Agents and report any necessary
reductions and/or increases to the Assistant Inspector General for the Office of
Investigations (01). The supervisor will review the vehicle logs to ensure proper
use of vehicles.
In addition, the 2007 OIG policy stated that the motor vehicle coordinator (OI fleet
manager) handles the day-to-day vehicle coordination tasks, such as maintaining
current inspections, producing required reports and ensuring equipment is
operational. Special Agents are the only persons authorized to use 01 law
enforcement vehicles and may do so only during the performance of official
government business in accordance with OIG and other relevant federal policies.
Pursuant to 31 U.S. Code 1344, Passenger Carrier Use, and the December 1990
determination from the EPA Administrator referred to in the 2007 OIG policy,
Special Agents are authorized domicile-to-duty transportation, thus authorizing
the use of government vehicles to transport criminal investigators between their
residence and various locations. Per OI, the OIG defines domicile-to-duty as
taking the vehicle home every night because the agent is on 24-hour call, and
defines home-to-work (HTW) for only situations when it is in the best interest of
the government for the agent to take a vehicle home in conjunction with planned
work (warrant, interview, etc.).
After discussing our preliminary findings with OI, it updated Policy and
Procedure 217 on January 31, 2014.
Scope and Methodology
We included the OIG's OI fleet in our audit of EPA fleet management at the
request of the Deputy Inspector General, and decided to issue a separate report on
our results with respect to OI.
We conducted this audit from June 2013 to July 2014 in accordance with
generally accepted government auditing standards, issued by the Comptroller
General of the United States. Those standards require that we plan and perform
our work to obtain sufficient, appropriate evidence to provide a reasonable basis
for our findings and conclusions based on our objectives. We believe that the
evidence obtained provides a reasonable basis for our findings and conclusions
based on our audit objectives.
We interviewed EPA OIG regional and headquarters employees assigned fleet
manager responsibilities. We reviewed EPA OIG policy and procedures
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governing its fleet management responsibilities that were in effect when we
started our audit, particularly OIG Policy and Procedure 217 of November 2007.
We obtained data on the EPA OIG fleet and verified fleet information using the
agency's AST and source documentation. For the preliminary research phase, we
sampled 11 of the 13 01 vehicles located in Atlanta, Georgia; Philadelphia,
Pennsylvania; and the Washington D.C., metro area. We selected our sample
based on the location of the staff assigned to the project and the number of
vehicles. For each sample vehicle, we reviewed utilization records and fuel and
repair charges; inventoried the vehicle type, license plate and mileage; and made
general observations.
Results of Review
We audited the oversight of 01 fleet vehicles and identified five management
weaknesses:
•	Consistency in filling out utilization logs for vehicle usage.
•	Documentation to support vehicles monitored in domicile-to-duty or
HTW status.
•	Consistency for record keeping of fuel and maintenance receipts.
•	Fleet manager training on the AST and inputting data into the fleet
information system.
•	Status of vehicles in locations where there is limited investigative staff.
We did not make a recommendation on the consistency of the utilization logs
because the requirement to maintain the logs was eliminated from the updated
01 policy. In addition, we did not make a recommendation regarding the status of
vehicles in locations with limited investigative staff because 01 has been
monitoring vehicle status and adjusting its fleet size.
01 Utilization Logs for Vehicle Usage Need to Be Consistent
01 was not consistent in filling out utilization logs for vehicle usage as required
by the 2007 policy and procedure. We found that vehicle logs did not consistently
include case numbers or provide complete trip information. After reviewing the
logs we obtained during the audit, the 01 fleet manager stated that some
utilization logs should be more complete.
The 2007 EPA OIG Policy 217, Section 3-10, required that drivers use the
utilization log to record all of the required information for trips. The policy also
required that, for each trip, the driver enters the date, corresponding starting and
ending mileage, point of origin, destination, purpose of the trip, and a case
number or stand-alone activity code. By not ensuring that drivers correctly enter
required data into vehicle-utilization logs, 01 could increase the chance that
unauthorized use of the vehicles could go undetected.
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During our audit, 01 updated Policy 217. The 2007 policy had required that
drivers use the utilization log to record information for trips. 01 stated that:
[t]he historical requirement to itemize every vehicular movement
was eliminated from the new Procedure because: a) it never was
required by GSA or any other authority; b) it exceeds the
requirement outlined in the FMR; and c) it single-handedly
hamstrings the law enforcement officer's judgment to utilize a
GOV [government-owned vehicle] for what would otherwise be a
legitimately official, law enforcement purpose.
We acknowledge internal controls contained in the old policy exceeded the
requirements of the FMR. With the issuance of the new policy, 01 eliminated the
internal controls to complete areas such as purpose of trip and case number that
were identified as not being properly completed in the utilization log. The new
policy only requires a mileage log for HTW vehicles. Therefore, we do not make
a recommendation regarding this area.
01 Could Improve Monitoring of Vehicles in Domicile-to-Duty or
HTW Status
Our audit noted an agent was parking an OIG government vehicle at his home
when the vehicle was not in use. 01's fleet manager said the supervisor monitors
the usage and there is no requirement to have supervisory approval to take a
vehicle home because of the December 1990 authorization. However, we did not
see any information on the logs to support supervisory review, nor did 01 provide
any documentation demonstrating that domicile-to-duty or HTW use of the
government vehicle was monitored. The 2007 OIG policy, Section 3-5, stated that
the supervisor is responsible for monitoring the domicile-to-duty transportation
usage and compliance with applicable rules and regulations. The policy also
stated that domicile-to-duty transportation is authorized and considered official
use and in the best interest of the government. During our audit, we notified 01
that it needed to update its procedures to ensure there is documentation on file
noting the circumstances for use of HTW or domicile-to-duty vehicles.
Clarification of EPA OIG policies would provide support should there be any
questionable usage of government vehicles in either status.
01 issued an updated Procedure 217 in January 2014 that states, "a vehicle
mileage log is required and shall be associated with each vehicle. . . . This log is
for the exclusive reporting of home-to-work (HTW) and work-to-home (WTH)
miles when such use is authorized." Both the old and the new 01 procedure
provide examples of situations that warrant domicile-to-duty transportation, as
well as authorized and unauthorized vehicle usages. The new procedure requires
only a vehicle mileage log to monitor the vehicle activity and the Special Agent in
Charge's initials on the log to indicate approval for all HTW/WTH evolutions.
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Although 01 is in compliance with the FMR, in our opinion, recording the miles
driven does not provide a complete monitoring mechanism or general knowledge
of whether an agent is using the vehicle in accordance with procedures. Mileage
information needs to be combined with other information, such as purpose of trip,
to effectively monitor the proper use of the vehicle. Mileage and the Special
Agent in Charge's initials alone do not clearly identify vehicle usage for official
purpose. 01 stated that its newly issued procedure ensures that any use of a
government vehicle that does not conform to the circumstances in its procedure is
easily identified by the Special Agent in Charge and remedied or resolved as
stipulated in the procedure. In our opinion, documentation of vehicle usage would
provide an audit trail absent the Special Agent in Charge's knowledge.
Having a record of vehicle usage would help establish that 01 vehicle use is
monitored in a manner consistent with the regulation governing the monitoring of
HTW work vehicles, FMR Subpart D, Section 102-34.205. We believe that, at a
minimum, 01 procedures should ensure that 01 has an acceptable level of
documentation needed for the agency to meet its monitoring requirements.
However, the new 01 policy and procedure led to less documentation for
monitoring the use of vehicles.
01 Requires Consistency With Fleet Record Keeping for Receipts
01 was not consistent in keeping fuel and maintenance receipts or appending the
receipts to the vehicle-utilization logs to support vehicle usage. The 01 fleet
manager said 01 has no use for the receipts because receipts are not used to record
fuel charges. However, the FMR, Subpart J, Section 102-34.345, provides that:
[Agencies] are responsible for developing and keeping adequate
accounting and reporting procedures for Government motor
vehicles. These will ensure accurate recording of inventory, cost,
and operational data needed to manage and control motor vehicles,
and will satisfy reporting requirements.
Further, the 2007 EPA OIG Policy 217, Section 3-7, on maintenance, repairs and
service, required that fuel, repair and maintenance receipts be appended to the
vehicle-utilization log. For the 01 vehicles in our sample, we found either no
receipts appended to the logs or the fuel costs recorded in AST did not match the
provided receipts. By not ensuring that drivers maintain receipts for vehicle
usage, 01 increases the chance that unauthorized use of the vehicles could go
undetected.
During our audit, 01 re-emphasized in its new procedures the requirement for fuel
and maintenance receipts. In June 2014, we requested 01's 2014 second quarter
reporting of receipts for one headquarters vehicle. Although the information was
reported in AST, the fleet manager had misplaced the receipts for all the
headquarters vehicles and some regional vehicles for the quarter. Therefore, we
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cannot consider this issue resolved and recommend that 01 ensures a scanned
copy of receipts are maintained in the vehicle's fleet record in accordance with
Section 3.10 of the new Procedure 217.
01 Fleet Manager Needed Training to Input AST Data
The 01 fleet manager needed training to input the correct AST data to ensure that
agents are following the required agency process as well as federal guidance. The
01 fleet manager placed a fuel and maintenance cost computation in the AST
instead of using actual receipts. The fleet manager said the EPA did not formally
train her to use the AST; rather, the fleet manager's 01 predecessor trained her to
use the formula. The agency directed the 01 fleet manager to enter actual receipts
into the AST.
During our audit, 01 stated that its newly assigned fleet manager had received
one-on-one training on the agency's AST from the agency's AST training
contractor, and agreed to maintain actual fuel and maintenance receipts and input
actual costs into the AST on a quarterly basis. 01's new 217 procedures require
the 01 fleet manager to upload all the required information in AST.
In June 2014, we confirmed that the new 01 fleet manager was trained by the
agency's AST contractor to place actual receipts into AST. However, the 01
manager who certifies the data in AST was trained by his 01 predecessor. We
compared 01's 2014 second quarter reporting of receipts for fuel and maintenance
cost for one Atlanta vehicle to data in AST and found a computation inputted
instead of actual costs. For the second quarter, the 01 fleet manager confirmed
that she placed a fuel and maintenance cost computation in the AST instead of
using actual receipts. Therefore, we cannot consider this issue resolved, but we
acknowledge 01 is working to resolve this issue. We recommend that 01
reemphasize the need for all 01 employees involved with inputting and certifying
fleet data in AST are formerly trained on placing actual receipts into AST.
01 Should Continue to Review Fleet Status in Light of Staff Changes
We performed an analysis of 01's vehicle-to-agent ratio and found that, on
average, 01 has two agents assigned to one vehicle. Specifically, we found three
locations where the ratio is one agent per vehicle, nine locations where the ratio is
less than one car per agent, and one location where there was an agent with no
vehicle.
The 2007 EPA OIG Policy 217, Section 2-1, provided that the supervisor will
continually ensure that the size of his or her assigned vehicle fleet is appropriate
for the number of agents, and report any necessary reductions or increases to the
Assistant Inspector General for Investigations.
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Our analysis identified two potential issues. The first issue is that two vehicles
were in the AST as operating in Philadelphia but there was only one agent at the
Philadelphia office during our audit in November 2013. Further, following that
agent's retirement in February 2014, there were no agents in that office. 01 stated
it transferred one vehicle from Philadelphia to New York during our audit, but the
AST continues to show the other vehicle operating in Philadelphia.
The second issue is that in the Boston office there is one vehicle but no agents.
The fleet manager stated that 01 needs the vehicle in Boston for use by agents
working on investigations in the New England area.
01 appears to be monitoring vehicle requirements and making adjustments
accordingly based on staffing changes. We, thus, do not make a recommendation
regarding this area.
Recommendations
We recommend that the Deputy Inspector General:
1.	Require 01 to include more information in its HTW mileage log to establish
internal controls and provide a documented audit trail to meet the
monitoring requirements under FMR 102-34, Subpart D, for HTW vehicles.
2.	Require 01 to confer with the agency on vehicle monitoring and make any
needed changes, to ensure 01 procedures have an acceptable level of
documentation needed for the agency to meet its reporting requirements
under FMR 102-34, Subpart D, for monitoring vehicles used for
transportation between a place of residence and employment.
3.	Require 01 to maintain vehicle data in the vehicle's fleet file in
accordance with its new 217 procedures and train all 01 employees
involved with inputting and certifying fleet data in AST on placing actual
receipts for costs into AST.
OIG Response to Draft Report and OIG Evaluation
We received comments from the Deputy Inspector General and revised the report
as needed. Appendix A contains the detailed comments. We agree with the
response to all recommendations. For recommendation 1, we revised the
recommendation to address only Subpart D. The Deputy Inspector General
response is in agreement with the revised recommendation and has provided a
planned completion date.
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Status of Recommendations and
Potential Monetary Benefits
RECOMMENDATIONS
POTENTIAL MONETARY
BENEFITS (In $000s)
Rec. Page
No. No.
Subject
Status1
Action Official
Planned
Completion
Date
Claimed
Amount
Agreed-To
Amount
Require Ol to include more information in its HTW
mileage log to establish internal controls and
provide a documented audit trail to meet the
monitoring requirements under FMR 102-34,
Subpart D, for HTW vehicles.
Require Ol to confer with the agency on vehicle
monitoring and make any needed changes, to
ensure Ol procedures have an acceptable level of
documentation needed for the agency to meet its
reporting requirements under FMR 102-34,
Subpart D, for monitoring vehicles used for
transportation between a place of residence and
employment.
Require Ol to maintain vehicle data in the vehicle's
fleet file in accordance with its new 217 procedures
and train all Ol employees involved with inputting
and certifying fleet data in AST on placing actual
receipts for costs into AST.
0 Deputy Inspector General 10/30/14
0 Deputy Inspector General 10/30/14
O Deputy Inspector General 10/30/14
1 O = Recommendation is open with agreed-to corrective actions pending.
C = Recommendation is closed with all agreed-to actions completed.
U = Recommendation is unresolved with resolution efforts in progress.
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Appendix A
OIG's Response to Draft Report
July 24, 2014
MEMORANDUM
SUBJECT: Response to OIG, Office of Audit Report No. OA-FY13-0333 "EPA OIG
Compliance with Managing Vehicles Within EPA's Fleet Management Program,"
dated July 3, 2014
FROM: Charles Sheehan . M,,, / ' '
Deputy Inspector General /
TO:	Kevin Christensen
Acting Assistant Inspector General, Office of Audit
As part of the Office of Inspector General's audit regarding OIG compliance with managing
vehicles within the agency's fleet management program, the Office of Audit (OA) made
recommendations to the OIG to ensure the Office of Investigations (01): 1) better manages and
controls motor vehicles; 2) confers with the agency on vehicle monitoring; and, 3) maintains data
in vehicle fleet files and trains 01 employees in the AST system.
The OIG's response to each recommendation in the report are as follows:
Recommendation #1
"Require 01 to include more information in its utilization logs for internal controls to provide a
documented audit trail for operational data needed to meet reporting requirements under FMR
102-34, Subpart J, for operational data needed to manage and control motor vehicles
Response
Propose OA correct the report to accurately reflect the appropriate requirement exists only under
FMR 102-34, Subpart D and not Subpart J.
To ensure the authorized purpose is understood and appropriately documented for each usage
occasion under FMR 102-34, Subpart D, OI will amend its current Procedure 217, Appendix #2,
"Annual Vehicle Mileage Log," to capture the purpose behind each vehicle usage. Anticipated
final delivery for updated Procedure 217 is October 30, 2014.
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Recommendation #2
"Require 01 to confer with the agency on vehicle monitoring and make any needed changes, to
ensure 01 procedures have an acceptable level of documentation neededfor the agency to meet
its reporting requirements under FMR 102-34, Subpart D, for monitoring vehicles usedfor
transportation between a place of residence and employment
Response
On July 14, 2014, 01 met with EPA officials from Office of Administration and Resources
Management, Office of Administration, Facilities Management and Services Division assigned
to Facilities Operations Branch having oversight in the agency's motor vehicle fleet program. At
that meeting OARM confirmed that 01 will adhere to recent changes concerning a requirement
for "actual costs" in fuel charges versus what had historically been required which was
"computed costs." OARM also confirmed that the agency "Fleet Manual" is still being revised
and is not expected to be published until approximately FY 2015. This recommendation has
been resolved.
01 will continue to work with OARM to ensure OI's ongoing fleet monitoring and
documentation for the HTW/WTH authorizations are consistent with OARM requirements.
Recommendation #3
"Require 01 to maintain vehicle data in the vehicle's fleet file in accordance with its new 217
procedures and train all 01 employees involved with inputting and certifying fleet data in AST on
placing actual receipts for costs into AST."
Response
01 will work to ensure current 2014 changes to its new 217 procedures for fleet files are adhered
to for proper reporting and program consistency.
01 will ensure that the Fleet Manager relies upon the quarterly report to upload vehicle data to
AST. 01 will ensure that scanned fuel receipts are used by the Fleet Manager to reconcile fuel
costs submitted by Fleet Coordinators in their individual quarterly reports.
During its July 14, 2014, meeting with OARM officials, 01 determined the OARM prepared
"ASTManuaF is expected to be final in 4th Quarter, FY2014. Once that manual has been
published and once formal training is available, 01 will avail itself of that training. Until that
time, 01 will continue to adhere to any OARM oral AST data requirements and avail itself of any
ad hoc training offered by OARM.
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EPA OIG Distribution
Inspector General
Deputy Inspector General
Counsel to the Inspector General
Chief of Staff, Office of Inspector General
Assistant Inspector General for Investigations
Deputy Assistant Inspector General for Congressional and Public Affairs
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