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Mar
14
2022
Report Number:
22-018-R22
Report Type:
Audit Reports
Category: Finance

Fuel Expenses, Cash, Stamps and Money Orders – Charlotte, NC, Ballantyne Station Post Office

Background

This report presents the results of our self-initiated audit of fuel expenses, cash, stamps, and money orders at the Charlotte, NC, Ballantyne Station Post Office (PO) (Project Number 22-018). This site is in the North Carolina District of the Atlantic Area. This audit was designed to provide U.S. Postal Service management with timely information on potential financial control risks at Postal Service locations.

Management assigns every Postal Service-owned vehicle a Voyager Fleet card (Voyager card) to pay for its commercially purchased fuel, oil, and routine maintenance. U.S. Bank operates the Postal Service fleet card 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.

The U.S. Postal Service Office of Inspector General (OIG) used data analytics to identify that the Ballantyne Station had a large number of expenses recorded to account identifier code (AIC) 594, Vehicle Supplies Expense, which were paid by cash or money order. This unit had $14,283 — or 35 percent of the North Carolina District’s total — for the period October 1, 2020, through September 30, 2021.

A postal retail unit (PRU) is the initial level where the Postal Service recognizes revenue from operations and they include post offices, stations, and branches. Postmasters or installation heads are responsible for collecting all receipts for revenue to which the offices are entitled, accounting for all funds entrusted to them, and ensuring that the offices meet all accounting objectives.

Report Recommendations

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

Train unit management at the Ballantyne Station Post Office on policies and procedures relating to Voyager cards, including proper use of Account Identifier Code 594, Vehicle Supplies Expense, and the reimbursement of these expenses.

Closed $14,283 Agree
2

Verify the number of vehicles assigned to the Ballantyne Station Post Office and ensure the unit has the proper number of Voyager cards.

Closed $0 Agree
3

Reiterate to all personnel performing daily closeout activities at the Ballantyne Station Post Office the requirement to review and retain all supporting documentation relating to fuel purchases and local disbursements.

Closed $8,843 Agree
4

Train all responsible personnel regarding policies and procedures relating to proper handling of stamp, cash, money order, and voyager card inventory to unit personnel.

Closed $0 Agree
5

Reiterate to all applicable personnel the requirements to maintain appropriate records and monitor timely and proper resolution.

Closed $0 Agree