The Monroe Post Office is in the New York 3 District of the Atlantic Area. Every Postal Service-owned vehicle is assigned a Voyager credit card that is used to pay for its commercially purchased fuel, oil, and routine maintenance. U.S. Bank is responsible for operating 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 are responsible for monitoring Voyager card transactions in the FAMS eFleet application.
FAMS provides a monthly Reconciliation Exception Report, capturing transactions categorized as “high-risk,” which may be the result of fraudulent activity. Each month, the Postal Service site manager is responsible for ensuring 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.
Transactions marked as high-risk in FAMS could be due to gallons of fuel purchased exceeding the allowed maximum amount for the vehicle, unleaded super and plus fuel purchase, and potential sharing of personal identification numbers (PIN). These are an indication of questionable transactions signifying a higher risk of fraud.
OIG used data analytics to identify offices with potentially fraudulent Voyager card activity. The Monroe, NY, Post Office had 1,765 posted transactions from July 1 through December 31, 2020, totaling $193,060. This included 375 Voyager card fuel purchases conducted by one supervisor’s PIN valued at $7,724 and FAMS marked 155 transactions as high-risk. This was the highest level of fuel purchases on one card within the district.
The objective of this audit was to determine whether Voyager card PINs were properly managed and Voyager card transactions were properly reconciled at the Monroe, NY, Post Office.