[AGENCY LETTER HEAD] The Hon <insert Portfolio Minister’s name> MP Minister for < insert Portfolio name> <insert Minister’s address> MELBOURNE VIC <insert relevant postcode> <Insert date> Dear Minister Report of Significant or Systemic Fraud, Corruption and Other Losses As required under Direction 3.5.3(a) of the 2016 Standing Directions of the Minister for Finance, please find attached a report on actual/suspected significant or systemic Fraud, Corruption or Other Losses under the control of <insert agency name>. <Insert agency name> will keep you informed on the status of the incident/s and the outcome of any investigations. If you require any further information, please contact <insert relevant Agency individual’s contact details>. Yours sincerely <insert Accountable Office name> <insert Accountable Officer Cc: <insert name>, Victorian Auditor-General <insert name> (relevant Portfolio Department Accountable Officer/Secretary or advised delegate), <insert Portfolio Department name> <insert name>, Chair of <insert Agency name> Audit Committee
Completed Sample (with indicative of detail) N.B: for a more serious significant or systemic event or incident, more detailed information should be provided. Victorian Data Authority Report of Significant or Systemic Fraud, Corruption and Other Losses SPECIFY AGENCY DOLLAR THRESHOLD FOR SIGNIFICANT INCIDENTS: Money – $5,000 Property – $50,000 Details of event and incident report Date of event Money or other property affected Description of event and/or incident Value of assets Review of Internal Controls Rectification plan Investigations, proceedings and disciplinary action Recovery of asset 5, 19 and 28 July 2017 Stolen laptops laptops have been stolen from inside the agency building at <address>. There have been three separate incidences in the last month. $2,000 for each laptop stolen, totalling $6,000 A review of internal controls is underway. However, it appears that all three incidents are linked. Police have advised that someone with access to the building is the involved in all three incidents. Stronger physical measures have been put in place e.g. additional cameras to be installed at building entrances and exits. Incident reported to police. Investigations are currently underway. A further report on this incident will be provided once the internal audit review is complete. Assets have not been recovered. Asset replacement value to be assessed and recovered through insurance cover. 26 July 2017 from Bank account Fraudulent supplier invoices provided to Agency which were subsequently paid from Bank account. $6,000 Review of internal controls is being undertaken. It appears that a fraudulent supply was added to the accounts payable system without appropriate checks. Internal audit are undertaking a thorough review of the agency’s internal controls. Incident reported to police. Investigations are currently underway. A further report on this incident will be provided once the internal audit review is complete. Money has not been recovered as yet. 29 July 2017 Damage to office building property Agency office building at <address> was subject to an arson incident, resulting in the temporary loss of office space. $65,000 Weaknesses in physical security identified. Stronger physical measures have been put in place e.g. additional cameras to be installed. Event reported to police. A police investigation is currently underway. The individual responsible for the arson has not been identified as yet. A further report on this incident will be provided once the police investigation is complete. Asset replacement value to be assessed and recovered through insurance cover.