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EPA OIG Compliance With 

Managing Vehicles Within

EPA’s Fleet Management 

Program

Report No. 15-B-0002 October 6, 2014

 

U.S. ENVIRONMENTAL PROTECTION AGENCY

OFFICE OF INSPECTOR GENERAL

Spending Taxpayer Dollars
Report Contributors: Marcia Hirt-Reigeluth

Anthony Grear

Cara Lindsey

Andres Calderon

Gloria Taylor-Upshaw

Michael Davis

Abbreviations

AST Automotive Statistical Tool

EPA U.S. Environmental Protection Agency

FMR Federal Management Regulation

GSA General Services Administration

HTW Home-to-work

OI Office of Investigations

OIG Office of Inspector General

WTH Work-to-home

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15-B-0002

October 6, 2014

Why We Did This Audit

We sought to determine 

whether the U.S. 

Environmental Protection

Agency (EPA) Office of 

Inspector General (OIG)

managed its law enforcement 

vehicles in accordance with 

federal fleet requirements.

We conducted this audit in 

conjunction with an audit of the 

agency’s overall fleet 

management. As of November 

2013, the EPA OIG had a total 

of 29 vehicles used by the OIG 

Office of Investigations (OI).

This report addresses the 

following OIG goal:

 Be responsible stewards of 

taxpayer dollars.

Send all inquiries to our public 

affairs office at (202) 566-2391

or visit www.epa.gov/oig.

The full report is at:

www.epa.gov/oig/reports/2015/ 

20141006-15-B-0002.pdf

 

EPA OIG Compliance With Managing Vehicles

Within EPA’s Fleet Management Program

 What We Found

Our audit of the OIG’s OI oversight of its fleet vehicles

identified five management weaknesses regarding the 

following:

 Consistency in filling out utilization logs for 

vehicle usage.

 Documentation to support vehicles monitored in 

domicile-to-duty or home-to-work status. 

 Consistency for record keeping of fuel and maintenance receipts. 

 Fleet manager training on the Automotive Statistical Tool and inputting data 

into the fleet information system.

 Status of vehicles in locations where there is limited investigative staff.

 Recommendations and Planned Corrective Actions

We recommend that the Deputy Inspector General require OI to:

 Include more information in its home-to-work mileage log to establish internal

controls and provide a documented audit trail to meet requirements.

 Confer with the agency on vehicle monitoring and make any needed 

changes, to ensure OI procedures have an acceptable level of 

documentation needed for the agency to meet its reporting requirements.

 Maintain vehicle data in the vehicle’s fleet file in accordance with its new 

procedures and train all OI employees involved with inputting and certifying 

fleet data as needed.

The Deputy Inspector General agreed with our recommendations as revised. 

We did not make a recommendation on utilization logs due to an updated policy 

eliminating the requirement for these logs. We also did not make a 

recommendation regarding the location of vehicles because OI has been 

monitoring vehicle status and adjusting its fleet size.

U.S. Environmental Protection Agency

Office of Inspector General

At a Glance

Without sufficient 

management of 

government vehicles, 

unauthorized use of 

those vehicles could 

go undetected and 

vehicles may not be 

efficiently used. 
October 6, 2014

MEMORANDUM

SUBJECT: EPA OIG Compliance With Managing Vehicles Within EPA’s

Fleet Management Program

Report No. 15-B-0002

FROM: Kevin Christensen, Acting Assistant Inspector General 

Office of Audit

TO: Charles Sheehan, Deputy Inspector General

As part of our continuing work on internal controls, we initiated an audit of the management of vehicles 

within the U.S. Environmental Protection Agency’s (EPA’s) fleet management program. During this 

audit, we identified issues that impact the Office of Inspector General (OIG) regarding its management 

of OIG law enforcement vehicles, and we are reporting this to you separately. 

The office responsible for the implementation of the recommendations within the EPA OIG is its Office 

of Investigations. 

Action Required 

In accordance with OIG Procedure 017, Internal Control Review, Section 1.2e, “Correcting Internal 

Control Weaknesses,” weaknesses should be corrected as soon as possible and at the organizational level 

closest to the problem. Each OIG office must develop a corrective action plan, which includes a 

summary of the weakness, the status of corrective actions, timeline for resolution, and responsible 

manager. A determination that a weakness has been corrected is made only when management 

demonstrates that the corrective action taken effectively resolved the identified weakness. The 

responsible manager must maintain all supporting documentation substantiating that the weakness has 

been corrected. 

The recommendations will remain open until correction in accordance with Sections 2.1.b.4 and 2.1.b.5

of OIG Procedure 017, which state that the Office of the Chief of Staff shall coordinate the OIG’s 

overall management integrity program by tracking the OIG’s progress in taking actions to correct 

identified weaknesses, maintaining the OIG Management Action Plan, and providing quarterly updates 

to the Inspector General.

We will post this report to our website at http://www.epa.gov/oig.

UNITED STATES ENVIRONMENTAL PROTECTION AGENCY

WASHINGTON, D.C. 20460

OFFICE OF

INSPECTOR GENERAL
EPA OIG Compliance With Managing Vehicles 15-B-0002

With EPA’s Fleet Management Program

Table of Contents

Purpose...................................................................................................................... 1

Background ............................................................................................................... 1

Scope and Methodology........................................................................................... 2

Results of Review ..................................................................................................... 3

OI Utilization Logs for Vehicle Usage Need to Be Consistent ............................. 3

OI Could Improve Monitoring of Vehicles in Domicile-to-Duty or HTW Status..... 4

OI Requires Consistency With Fleet Record Keeping for Receipts ..................... 5

OI Fleet Manager Needed Training to Input AST Data........................................ 6

OI Should Continue to Review Fleet Status in Light of Staff Changes ................ 6

Recommendations .................................................................................................... 7

OIG Response to Draft Report and OIG Evaluation................................................ 7

Status of Recommendations and Potential Monetary Benefits ............................. 8

Appendices

A OIG’s Response to Draft Report...................................................................... 9

B EPA OIG Distribution........................................................................................ 11
15-B-0002 1

Purpose

The purpose of this assignment is to help the U.S. Environmental Protection 

Agency (EPA) Office of Inspector General (OIG) be responsible stewards of 

taxpayer dollars. The assignment focused on determining whether the EPA OIG’s 

law enforcement vehicles within the EPA’s fleet program are managed in 

accordance with federal fleet requirements for vehicle operations, acquisitions and 

utilization. As of November 2013, the EPA OIG fleet had a total of 29 vehicles. 

Background

The Federal Management Regulation (FMR), Subchapter B, Personal Property, 

Part 102-34, Motor Vehicle Management, sets forth the requirements that govern the 

economical, efficient management and control of motor vehicles that the government 

owns, leases commercially, or leases through the General Services Administration 

(GSA) fleet. Section 102-34.20 provides that motor vehicles regularly used by an 

agency to perform investigative, law enforcement or intelligence duties are not

covered by Part 102-34; these vehicles are subject to Subpart D, Official Use of 

Government Motor Vehicles, and Subpart J, Federal Fleet Report.

Subpart D, Section 102-34.205, provides that a government vehicle is not to be 

used for transportation between a place of residence and employment unless the 

agency has authorized such use and has maintained a copy of the written 

authorization within the agency and monitors the use of those vehicles.

Subpart J, Section 102-34.335, provides that agencies must submit annually to 

GSA the information needed to produce the Federal Fleet Report through the 

Federal Automotive Statistical Tool, which is an Internet-based reporting tool. 

This section also requires reporting on five categories: inventory, acquisitions, 

operating costs, miles traveled and fuel used. Section 102–34.345 provides that 

agencies are responsible for developing and keeping adequate accounting and 

reporting procedures for government motor vehicles. These will ensure accurate 

recording of inventory, cost and operational data needed to manage and control 

motor vehicles, and will satisfy reporting requirements. The EPA’s fleet 

management information system is the Automotive Statistical Tool (AST). 

Per the EPA’s draft Fleet Management Manual as of December 2013, the agency 

fleet manager is responsible for administering and implementing fleet management 

guidelines (i.e., the guidelines set forth in the manual) across all designated vehicle 

motor pools for EPA regions, offices and programs. Regional/program fleet 

managers have numerous responsibilities for all government-owned vehicles and 

motor pools within their delegated EPA region or facility. Local fleet managers are 

responsible for the daily operations of the EPA’s motor vehicles.

The OIG fleet management responsibilities in effect when we started our audit

were detailed in EPA OIG Policy 217, Law Enforcement Vehicles, dated 
15-B-0002 2

November 15, 2007. This document set forth policy and procedures governing the 

acquisition and use of law enforcement vehicles, vehicle safety, vehicle pursuits,

and the use of emergency equipment in vehicles. The policy noted that the 

supervisor is responsible for determining the requirements in his or her area(s) of 

jurisdiction and will continually ensure that the size of his or her assigned vehicle 

fleet is appropriate for the number of Special Agents and report any necessary 

reductions and/or increases to the Assistant Inspector General for the Office of 

Investigations (OI). The supervisor will review the vehicle logs to ensure proper 

use of vehicles.

In addition, the 2007 OIG policy stated that the motor vehicle coordinator (OI fleet 

manager) handles the day-to-day vehicle coordination tasks, such as maintaining 

current inspections, producing required reports and ensuring equipment is 

operational. Special Agents are the only persons authorized to use OI law 

enforcement vehicles and may do so only during the performance of official 

government business in accordance with OIG and other relevant federal policies. 

Pursuant to 31 U.S. Code 1344, Passenger Carrier Use, and the December 1990 

determination from the EPA Administrator referred to in the 2007 OIG policy, 

Special Agents are authorized domicile-to-duty transportation, thus authorizing 

the use of government vehicles to transport criminal investigators between their 

residence and various locations. Per OI, the OIG defines domicile-to-duty as 

taking the vehicle home every night because the agent is on 24-hour call, and 

defines home-to-work (HTW) for only situations when it is in the best interest of 

the government for the agent to take a vehicle home in conjunction with planned 

work (warrant, interview, etc.).

After discussing our preliminary findings with OI, it updated Policy and 

Procedure 217 on January 31, 2014.

Scope and Methodology

We included the OIG’s OI fleet in our audit of EPA fleet management at the 

request of the Deputy Inspector General, and decided to issue a separate report on 

our results with respect to OI. 

We conducted this audit from June 2013 to July 2014 in accordance with 

generally accepted government auditing standards, issued by the Comptroller 

General of the United States. Those standards require that we plan and perform 

our work to obtain sufficient, appropriate evidence to provide a reasonable basis 

for our findings and conclusions based on our objectives. We believe that the 

evidence obtained provides a reasonable basis for our findings and conclusions 

based on our audit objectives.

We interviewed EPA OIG regional and headquarters employees assigned fleet 

manager responsibilities. We reviewed EPA OIG policy and procedures
15-B-0002 3

governing its fleet management responsibilities that were in effect when we 

started our audit, particularly OIG Policy and Procedure 217 of November 2007.

We obtained data on the EPA OIG fleet and verified fleet information using the 

agency’s AST and source documentation. For the preliminary research phase, we 

sampled 11 of the 13 OI vehicles located in Atlanta, Georgia; Philadelphia, 

Pennsylvania; and the Washington D.C., metro area. We selected our sample 

based on the location of the staff assigned to the project and the number of 

vehicles. For each sample vehicle, we reviewed utilization records and fuel and 

repair charges; inventoried the vehicle type, license plate and mileage; and made

general observations.

Results of Review

We audited the oversight of OI fleet vehicles and identified five management 

weaknesses:

 Consistency in filling out utilization logs for vehicle usage.

 Documentation to support vehicles monitored in domicile-to-duty or 

HTW status. 

 Consistency for record keeping of fuel and maintenance receipts. 

 Fleet manager training on the AST and inputting data into the fleet 

information system.

 Status of vehicles in locations where there is limited investigative staff.

We did not make a recommendation on the consistency of the utilization logs 

because the requirement to maintain the logs was eliminated from the updated

OI policy. In addition, we did not make a recommendation regarding the status of 

vehicles in locations with limited investigative staff because OI has been 

monitoring vehicle status and adjusting its fleet size.

OI Utilization Logs for Vehicle Usage Need to Be Consistent

OI was not consistent in filling out utilization logs for vehicle usage as required 

by the 2007 policy and procedure. We found that vehicle logs did not consistently 

include case numbers or provide complete trip information. After reviewing the 

logs we obtained during the audit, the OI fleet manager stated that some

utilization logs should be more complete. 

The 2007 EPA OIG Policy 217, Section 3-10, required that drivers use the 

utilization log to record all of the required information for trips. The policy also 

required that, for each trip, the driver enters the date, corresponding starting and 

ending mileage, point of origin, destination, purpose of the trip, and a case 

number or stand-alone activity code. By not ensuring that drivers correctly enter 

required data into vehicle-utilization logs, OI could increase the chance that 

unauthorized use of the vehicles could go undetected. 
15-B-0002 4

During our audit, OI updated Policy 217. The 2007 policy had required that 

drivers use the utilization log to record information for trips. OI stated that: 

[t]he historical requirement to itemize every vehicular movement 

was eliminated from the new Procedure because: a) it never was 

required by GSA or any other authority; b) it exceeds the 

requirement outlined in the FMR; and c) it single-handedly 

hamstrings the law enforcement officer’s judgment to utilize a 

GOV [government-owned vehicle] for what would otherwise be a 

legitimately official, law enforcement purpose.

We acknowledge internal controls contained in the old policy exceeded the 

requirements of the FMR. With the issuance of the new policy, OI eliminated the 

internal controls to complete areas such as purpose of trip and case number that 

were identified as not being properly completed in the utilization log. The new 

policy only requires a mileage log for HTW vehicles. Therefore, we do not make 

a recommendation regarding this area.

OI Could Improve Monitoring of Vehicles in Domicile-to-Duty or 

HTW Status 

Our audit noted an agent was parking an OIG government vehicle at his home 

when the vehicle was not in use. OI’s fleet manager said the supervisor monitors 

the usage and there is no requirement to have supervisory approval to take a

vehicle home because of the December 1990 authorization. However, we did not 

see any information on the logs to support supervisory review, nor did OI provide 

any documentation demonstrating that domicile-to-duty or HTW use of the 

government vehicle was monitored. The 2007 OIG policy, Section 3-5, stated that 

the supervisor is responsible for monitoring the domicile-to-duty transportation 

usage and compliance with applicable rules and regulations. The policy also 

stated that domicile-to-duty transportation is authorized and considered official 

use and in the best interest of the government. During our audit, we notified OI 

that it needed to update its procedures to ensure there is documentation on file 

noting the circumstances for use of HTW or domicile-to-duty vehicles. 

Clarification of EPA OIG policies would provide support should there be any 

questionable usage of government vehicles in either status. 

OI issued an updated Procedure 217 in January 2014 that states, “a vehicle 

mileage log is required and shall be associated with each vehicle. . . . This log is 

for the exclusive reporting of home-to-work (HTW) and work-to-home (WTH) 

miles when such use is authorized.” Both the old and the new OI procedure 

provide examples of situations that warrant domicile-to-duty transportation, as 

well as authorized and unauthorized vehicle usages. The new procedure requires 

only a vehicle mileage log to monitor the vehicle activity and the Special Agent in 

Charge’s initials on the log to indicate approval for all HTW/WTH evolutions. 
15-B-0002 5

Although OI is in compliance with the FMR, in our opinion, recording the miles 

driven does not provide a complete monitoring mechanism or general knowledge 

of whether an agent is using the vehicle in accordance with procedures. Mileage 

information needs to be combined with other information, such as purpose of trip, 

to effectively monitor the proper use of the vehicle. Mileage and the Special 

Agent in Charge’s initials alone do not clearly identify vehicle usage for official 

purpose. OI stated that its newly issued procedure ensures that any use of a 

government vehicle that does not conform to the circumstances in its procedure is 

easily identified by the Special Agent in Charge and remedied or resolved as 

stipulated in the procedure. In our opinion, documentation of vehicle usage would 

provide an audit trail absent the Special Agent in Charge’s knowledge.

Having a record of vehicle usage would help establish that OI vehicle use is 

monitored in a manner consistent with the regulation governing the monitoring of 

HTW work vehicles, FMR Subpart D, Section 102-34.205. We believe that, at a 

minimum, OI procedures should ensure that OI has an acceptable level of 

documentation needed for the agency to meet its monitoring requirements. 

However, the new OI policy and procedure led to less documentation for 

monitoring the use of vehicles.

OI Requires Consistency With Fleet Record Keeping for Receipts

OI was not consistent in keeping fuel and maintenance receipts or appending the 

receipts to the vehicle-utilization logs to support vehicle usage. The OI fleet 

manager said OI has no use for the receipts because receipts are not used to record 

fuel charges. However, the FMR, Subpart J, Section 102–34.345, provides that:

[Agencies] are responsible for developing and keeping adequate 

accounting and reporting procedures for Government motor 

vehicles. These will ensure accurate recording of inventory, cost, 

and operational data needed to manage and control motor vehicles, 

and will satisfy reporting requirements.

Further, the 2007 EPA OIG Policy 217, Section 3-7, on maintenance, repairs and 

service, required that fuel, repair and maintenance receipts be appended to the 

vehicle-utilization log. For the OI vehicles in our sample, we found either no 

receipts appended to the logs or the fuel costs recorded in AST did not match the 

provided receipts. By not ensuring that drivers maintain receipts for vehicle 

usage, OI increases the chance that unauthorized use of the vehicles could go 

undetected. 

During our audit, OI re-emphasized in its new procedures the requirement for fuel

and maintenance receipts. In June 2014, we requested OI’s 2014 second quarter 

reporting of receipts for one headquarters vehicle. Although the information was 

reported in AST, the fleet manager had misplaced the receipts for all the 

headquarters vehicles and some regional vehicles for the quarter. Therefore, we 
15-B-0002 6

cannot consider this issue resolved and recommend that OI ensures a scanned

copy of receipts are maintained in the vehicle’s fleet record in accordance with 

Section 3.10 of the new Procedure 217.

OI Fleet Manager Needed Training to Input AST Data 

The OI fleet manager needed training to input the correct AST data to ensure that 

agents are following the required agency process as well as federal guidance. The 

OI fleet manager placed a fuel and maintenance cost computation in the AST 

instead of using actual receipts. The fleet manager said the EPA did not formally 

train her to use the AST; rather, the fleet manager’s OI predecessor trained her to 

use the formula. The agency directed the OI fleet manager to enter actual receipts 

into the AST. 

During our audit, OI stated that its newly assigned fleet manager had received 

one-on-one training on the agency’s AST from the agency’s AST training 

contractor, and agreed to maintain actual fuel and maintenance receipts and input 

actual costs into the AST on a quarterly basis. OI’s new 217 procedures require

the OI fleet manager to upload all the required information in AST.

In June 2014, we confirmed that the new OI fleet manager was trained by the 

agency’s AST contractor to place actual receipts into AST. However, the OI 

manager who certifies the data in AST was trained by his OI predecessor. We 

compared OI’s 2014 second quarter reporting of receipts for fuel and maintenance

cost for one Atlanta vehicle to data in AST and found a computation inputted 

instead of actual costs. For the second quarter, the OI fleet manager confirmed 

that she placed a fuel and maintenance cost computation in the AST instead of 

using actual receipts. Therefore, we cannot consider this issue resolved, but we 

acknowledge OI is working to resolve this issue. We recommend that OI

reemphasize the need for all OI employees involved with inputting and certifying

fleet data in AST are formerly trained on placing actual receipts into AST. 

OI Should Continue to Review Fleet Status in Light of Staff Changes

We performed an analysis of OI’s vehicle-to-agent ratio and found that, on 

average, OI has two agents assigned to one vehicle. Specifically, we found three 

locations where the ratio is one agent per vehicle, nine locations where the ratio is 

less than one car per agent, and one location where there was an agent with no 

vehicle. 

The 2007 EPA OIG Policy 217, Section 2-1, provided that the supervisor will 

continually ensure that the size of his or her assigned vehicle fleet is appropriate 

for the number of agents, and report any necessary reductions or increases to the 

Assistant Inspector General for Investigations.
15-B-0002 7

Our analysis identified two potential issues. The first issue is that two vehicles 

were in the AST as operating in Philadelphia but there was only one agent at the 

Philadelphia office during our audit in November 2013. Further, following that 

agent’s retirement in February 2014, there were no agents in that office. OI stated 

it transferred one vehicle from Philadelphia to New York during our audit, but the 

AST continues to show the other vehicle operating in Philadelphia.

The second issue is that in the Boston office there is one vehicle but no agents. 

The fleet manager stated that OI needs the vehicle in Boston for use by agents 

working on investigations in the New England area. 

OI appears to be monitoring vehicle requirements and making adjustments 

accordingly based on staffing changes. We, thus, do not make a recommendation 

regarding this area.

Recommendations

We recommend that the Deputy Inspector General:

1. Require OI to include more information in its HTW mileage log to establish 

internal controls and provide a documented audit trail to meet the 

monitoring requirements under FMR 102-34, Subpart D, for HTW vehicles.

2. Require OI to confer with the agency on vehicle monitoring and make any 

needed changes, to ensure OI procedures have an acceptable level of 

documentation needed for the agency to meet its reporting requirements 

under FMR 102-34, Subpart D, for monitoring vehicles used for 

transportation between a place of residence and employment.

3. Require OI to maintain vehicle data in the vehicle’s fleet file in 

accordance with its new 217 procedures and train all OI employees 

involved with inputting and certifying fleet data in AST on placing actual 

receipts for costs into AST.

OIG Response to Draft Report and OIG Evaluation 

We received comments from the Deputy Inspector General and revised the report 

as needed. Appendix A contains the detailed comments. We agree with the

response to all recommendations. For recommendation 1, we revised the 

recommendation to address only Subpart D. The Deputy Inspector General

response is in agreement with the revised recommendation and has provided a 

planned completion date.
15-B-0002 8

Status of Recommendations and 

Potential Monetary Benefits

RECOMMENDATIONS

POTENTIAL MONETARY 

BENEFITS (in $000s)

Rec. 

No.

Page 

No. Subject Status1 Action Official

Planned 

Completion 

Date

Claimed 

Amount

Agreed-To 

Amount

1 7 Require OI to include more information in its HTW

mileage log to establish internal controls and 

provide a documented audit trail to meet the 

monitoring requirements under FMR 102-34, 

Subpart D, for HTW vehicles.

O Deputy Inspector General 10/30/14

2 7 Require OI to confer with the agency on vehicle 

monitoring and make any needed changes, to 

ensure OI procedures have an acceptable level of 

documentation needed for the agency to meet its 

reporting requirements under FMR 102-34, 

Subpart D, for monitoring vehicles used for 

transportation between a place of residence and 

employment.

O Deputy Inspector General 10/30/14

3 7 Require OI to maintain vehicle data in the vehicle’s 

fleet file in accordance with its new 217 procedures 

and train all OI employees involved with inputting 

and certifying fleet data in AST on placing actual 

receipts for costs into AST.

O Deputy Inspector General 10/30/14

1 O = Recommendation is open with agreed-to corrective actions pending.

C = Recommendation is closed with all agreed-to actions completed.

U = Recommendation is unresolved with resolution efforts in progress.
15-B-0002 9

Appendix A 

OIG’s Response to Draft Report

July 24, 2014

MEMORANDUM

SUBJECT: Response to OIG, Office of Audit Report No. OA-FY13-0333 “EPA OIG 

Compliance with Managing Vehicles Within EPA’s Fleet Management Program,” 

dated July 3, 2014

FROM: Charles Sheehan

Deputy Inspector General

TO: Kevin Christensen

Acting Assistant Inspector General, Office of Audit

As part of the Office of Inspector General’s audit regarding OIG compliance with managing 

vehicles within the agency’s fleet management program, the Office of Audit (OA) made 

recommendations to the OIG to ensure the Office of Investigations (OI): 1) better manages and 

controls motor vehicles; 2) confers with the agency on vehicle monitoring; and, 3) maintains data 

in vehicle fleet files and trains OI employees in the AST system. 

The OIG’s response to each recommendation in the report are as follows:

Recommendation #1

“Require OI to include more information in its utilization logs for internal controls to provide a 

documented audit trail for operational data needed to meet reporting requirements under FMR 

102-34, Subpart J, for operational data needed to manage and control motor vehicles.”

Response

Propose OA correct the report to accurately reflect the appropriate requirement exists only under 

FMR 102-34, Subpart D and not Subpart J.

To ensure the authorized purpose is understood and appropriately documented for each usage 

occasion under FMR 102-34, Subpart D, OI will amend its current Procedure 217, Appendix #2, 

“Annual Vehicle Mileage Log,” to capture the purpose behind each vehicle usage. Anticipated 

final delivery for updated Procedure 217 is October 30, 2014.
15-B-0002 10

Recommendation #2

“Require OI to confer with the agency on vehicle monitoring and make any needed changes, to 

ensure OI procedures have an acceptable level of documentation needed for the agency to meet 

its reporting requirements under FMR 102-34, Subpart D, for monitoring vehicles used for 

transportation between a place of residence and employment.”

Response

On July 14, 2014, OI met with EPA officials from Office of Administration and Resources 

Management, Office of Administration, Facilities Management and Services Division assigned 

to Facilities Operations Branch having oversight in the agency’s motor vehicle fleet program. At 

that meeting OARM confirmed that OI will adhere to recent changes concerning a requirement 

for “actual costs” in fuel charges versus what had historically been required which was 

“computed costs.” OARM also confirmed that the agency “Fleet Manual” is still being revised 

and is not expected to be published until approximately FY 2015. This recommendation has 

been resolved.

OI will continue to work with OARM to ensure OI’s ongoing fleet monitoring and 

documentation for the HTW/WTH authorizations are consistent with OARM requirements.

Recommendation #3

“Require OI to maintain vehicle data in the vehicle’s fleet file in accordance with its new 217 

procedures and train all OI employees involved with inputting and certifying fleet data in AST on 

placing actual receipts for costs into AST.”

Response

OI will work to ensure current 2014 changes to its new 217 procedures for fleet files are adhered 

to for proper reporting and program consistency.

OI will ensure that the Fleet Manager relies upon the quarterly report to upload vehicle data to 

AST. OI will ensure that scanned fuel receipts are used by the Fleet Manager to reconcile fuel 

costs submitted by Fleet Coordinators in their individual quarterly reports.

During its July 14, 2014, meeting with OARM officials, OI determined the OARM prepared 

“AST Manual” is expected to be final in 4th Quarter, FY2014. Once that manual has been 

published and once formal training is available, OI will avail itself of that training. Until that 

time, OI will continue to adhere to any OARM oral AST data requirements and avail itself of any 

ad hoc training offered by OARM. 
15-B-0002 11

Appendix B

EPA OIG Distribution

Inspector General 

Deputy Inspector General 

Counsel to the Inspector General 

Chief of Staff, Office of Inspector General 

Assistant Inspector General for Investigations

Deputy Assistant Inspector General for Congressional and Public Affairs