With about 206,000 vehicles, the U.S. Postal Service’s fleet is one of the largest in the country. It takes a lot of fuel, oil, and maintenance to keep everything running.
To that end, the Postal Service provides a Voyager fleet card for each postal-owned vehicle to pay for fuel, maintenance, and repairs up to $300. In addition, USPS issues fleet specialty cards, which include four types of cards used for very specific purposes. For example, sites can use Z Cards for repairs to vehicles that exceed the $300 limit, and V Cards are used for fueling and maintaining leased vehicles.
Our recent audit examined controls over fleet specialty cards for delivery operations in the Pacific Area — and found they were lacking. We found nearly half of the 207 transactions we reviewed (our statistical sample) were not supported by invoices or receipts. About half the fleet specialty cards were missing, and none of the 20 delivery units we reviewed had properly managed the employee personal identification number (PIN) lists through the requisite online application. That is, some employees had multiple PIN numbers, some didn’t have a PIN at all, and some PINs needed to be deactivated.
We determined these problems occurred because management didn’t follow basic procedures, such as reporting lost or stolen cards at their facilities or conducting annual reviews of PINS. As a result, we were not able to determine if transactions were appropriate or vehicle maintenance records complete. In some instances, we made referrals to our Office of Investigations, as appropriate.
We recommended site managers follow standard operating procedures, complete necessary training, report all missing Voyager fleet cards to proper channels, and conduct semi-annual PIN reviews, among other things.
If you’ve used fleet specialty cards, what has your experience been? Are there other controls to put on the program?