Report I2009-0702 Recommendations

After the State Auditor's Office completes an investigation and issues a copy of its investigative report to the state department involved, the department is required by the Whistleblower Protection Act to provide the State Auditor with information about the actions it has taken in response to the report. Within 60 days of receiving the report, the department must report to the State Auditor any disciplinary action it has taken or intends to take against any employee who was a subject of the investigation. Also within 60 days, the department must report to the State Auditor any actions it has taken or intends to take to implement the recommendations made in the report to prevent the continuation or recurrence of the improper activities described in the report. When the department has not completed all of its intended actions within 60 days, the department must report on its actions monthly thereafter until all of its intended actions have been taken. Below is a listing of each recommendation the State Auditor made in the report referenced, as well as a link to a summary of what the department has reported to the State Auditor about its actions in response to the report. Information about the departmentís responsive actions and the State Auditorís assessment of those actions will be updated on this site quarterly.

Recommendations in Report I2009-0702: Department of Corrections and Rehabilitation: Its Poor Internal Controls Allowed Facilities to Overpay Employees for Inmate Supervision (Release Date: November 2009)

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Recommendations for Case I2009-0702
Department: Corrections and Rehabilitation, Department of
Number Recommendation Status
1

To ensure that employees who receive the pay differential supervise the required number of inmates for the required number of hours, Corrections should require employees at all of its facilities to submit copies of the supervised inmates' time sheets to their personnel offices each month along with their own time sheets. Supervisors who qualify for the pay differential because their subordinates supervise inmates should submit their own time sheets and the names of those they supervise. Personnel staff should use these documents to verify each employee?s eligibility to receive the pay differential.

2

To ensure that employees who receive the pay differential supervise the required number of inmates for the required number of hours, Corrections should take steps to develop clearer requirements for receiving the pay differential that specifically define what constitutes the ?regular? supervision of inmates.

3

To ensure that employees who receive the pay differential supervise the required number of inmates for the required number of hours, Corrections should instruct employees who supervise inmates on how to qualify and remain qualified for the pay differential. The instruction should include what documentation the employees need to complete, the length of time they should retain this documentation, the location where they should store the documentation, and the actions they should take when they no longer meet the pay differential requirements.

4

To ensure that employees who receive the pay differential supervise the required number of inmates for the required number of hours, Corrections should conduct training for its personnel office staff to ensure that they are familiar with the requirements and policies associated with the inmate supervision pay differential.

5

To ensure that all overpayments are returned to the State, Corrections should initiate accounts receivable for the employees identified as receiving improper payments and should begin collection efforts for these accounts.

Resolved


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