Solano County Grand Jury
• 2023-2024
County Driver Authorization Documentation Errors
⚠️ Aviso de traducción: Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 3 findings
F1
All applicable County departments must be provided with a copy of the current Fleet 200 Management list entitled Authorized to Fuel County Vehicles and a current list from the A-Check system (EPN database). Once obtained the two lists must be reconciled 201 202 against each other and appropriate updates must be made as necessary. 203 204
Related Recommendations (1)
R1
All applicable County departments must be provided with a copy of the current Fleet 200 Management list entitled Authorized to Fuel County Vehicles and a current list from the A-Check system (EPN database). Once obtained the two lists must be reconciled 201 202 against each other and appropriate updates must be made as necessary. 203 204
F2
– The controls associated with required approval reviews and updates to fuel county 213 vehicles list revealed weaknesses. Review of a sample of 125 employee's forms found 108 had 214 deficiencies resulting in an 86.4 percent exception rate. Annual department reviews for the 215 purpose of ensuring compliance with the driver authorization and EPN enrollment are not 216 effective and present risk and potential liability to the County. 217 218
Related Recommendations (1)
R2
– Perform a Driver Authorization and Driver Performance Policy process 219 review. The County Administrator's Office engage the Audit Division of the Auditor- 220 Controller's Office to accomplish this review. Scope of the review could include: 221 > Determine if there is a single source report to reflect current employees authorized to 222 drive in the service of the County 223 > Validate what procedures should be required during the annual department review and 224 ensure they are properly documented 225 > Verify proof of automobile liability insurance coverage at the required levels and 226 maintenance of current California vehicle registration and license plates on privately 227 owned or leased vehicles driven on County business 228 Verify once an authorized driver leaves County employment or assignment the driver's 229 name is deleted from the EPN program 230 Examine documented responsibility workflows for revocation and/or suspension of 231 driving privileges. There appears to be conflicting instructions on whom is ultimately 232 responsible via multiple handoff instructions 233 234
F3
The County must compare the names on the two lists (number one recommendation) 209 obtained and make appropriate correction entries as necessary to the applicable Fleet 210 and DMV system databases. 211 212 FINDING 2 – The controls associated with required approval reviews and updates to fuel county 213 vehicles list revealed weaknesses. Review of a sample of 125 employee's forms found 108 had 214 deficiencies resulting in an 86.4 percent exception rate. Annual department reviews for the 215 purpose of ensuring compliance with the driver authorization and EPN enrollment are not 216 effective and present risk and potential liability to the County. 217 218
Related Recommendations (1)
R3
The County must compare the names on the two lists (number one recommendation) 209 obtained and make appropriate correction entries as necessary to the applicable Fleet 210 and DMV system databases. 211 212
Agency Responses 1
Government agencies' official responses to this report's findings and recommendations. Click on a response to see the structured breakdown.