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Oct
08
2021
Report Number:
21-174-R22
Report Type:
Audit Reports
Category: Finance

Voyager Card Transactions – Baltimore, MD, Raspeburg Station

Background

The Raspeburg Station is in the Maryland District of the Atlantic Area. Every Postal Service-owned vehicle is assigned a Voyager Fleet card (Voyager card) to pay for its commercially purchased fuel, oil, and routine maintenance. U.S. Bank operates the program and Voyager provides a weekly electronic transaction detail file of all Voyager card transactions to the Postal Service’s Fuel Asset Management System (FAMS) eFleet application. Site managers monitor Voyager card transactions in the FAMS eFleet application. FAMS provides a monthly Reconciliation Exception Report, capturing transactions categorized as “high risk,” which may result from fraudulent activity. Each month the Postal Service site manager4 ensures that their driver receipts are reconciled in FAMS. The review is critical since the Postal Service automatically pays U.S. Bank weekly for all Voyager card charges.

Employees must use their unique personal identification number (PIN) in conjunction with the Voyager card. Site managers are responsible for electronically managing PINs, including creating, modifying, and terminating them in the Fleet Commander Online (FCO) system.5 They must also complete semiannual driver certifications to ensure the accuracy and completeness of employee PIN information.

OIG data analytics identified offices with potentially fraudulent Voyager card activity. The Raspeburg, MD, Station had 1,110 Voyager card transactions from October 1, 2020, through March 31, 2021, totaling $68,194. This includes 374 (34 percent) transactions totaling $29,958 that FAMS flagged as high risk.

The objective of this audit was to determine whether Voyager card PINs were properly managed and Voyager card transactions were properly reconciled at the Raspeburg Station.

Report Recommendations

# Recommendation Status Value Initial Management Response USPS Proposed Resolution OIG Response Final Resolution
1

Instruct management at the Raspeburg Station to prioritize and assign all employees unique Personal Identification Numbers (PIN) upon hiring and deactivate the PINs for employees that are retired, terminated, or that have transferred.

Closed $0 Agree
2

Instruct management at the Raspeburg Station to conduct semiannual formal reviews of Personal Identification Numbers.

Closed $0 Agree
3

Instruct management at the Raspeburg Station responsible for managing Voyager card Personal Identification Numbers to complete eFleet Card for Site Manager Training and Voyager Fleet Commander Online Training.

Closed $0 Agree
4

Reiterate to unit management at the
Raspeburg Station the requirements to research the reason for exceptions and certify transactions are valid, obtain receipts, and dispute unauthorized transactions as necessary.

Closed $10,111 Agree
5

Reiterate to unit management at the Raspeburg Station the requirement to retain documentation for two years, including the receipts and monthly reconciliation reports, and to record the vehicle number on all receipts.

Closed $0 Agree
6

Instruct unit management at the Raspeburg Station to implement safeguards and controls to properly secure and manage Voyager cards, and notify U.S. Bank of the missing card.

Closed $0 Agree