Report 2014-117 All Recommendation Responses

Report 2014-117: California Department of Corrections and Rehabilitation: It Must Improve Legal Compliance and Administrative Oversight of Its Employment of Retired Annuitants and Use of State-Owned Vehicles (Release Date: March 2015)

Recommendation #1 To: Corrections and Rehabilitation, Department of

To ensure that it complies with state laws and its policies related to retired annuitants' employment, Corrections should provide its hiring managers and staff with guidance by June 2015 on including an adequate justification on the hiring form for retired annuitants.

60-Day Agency Response

On 04/03/2015, the following were revised: Retired Annuitant Hiring Approval Form (CDCR 1823), Retired Annuitant Checklist, and Appointment Process Memo, covering form CDCR 1823 (Rev. 04/15) (OPS Attachment 1). The revised forms and memo provide the additional justification, as recommended by the CSA.

  • Completion Date: April 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Fully Implemented


Recommendation #2 To: Corrections and Rehabilitation, Department of

To ensure that it complies with state laws and its policies related to retired annuitants' employment, Corrections should provide its hiring managers and staff with guidance by June 2015 on obtaining necessary approvals before retired annuitants begin work.

60-Day Agency Response

On 04/03/2015, the following were revised: Retired Annuitant Hiring Approval Form (CDCR 1823), Retired Annuitant Checklist, and Appointment Process Memo, reiterating the requirement to secure all approvals prior to the retired annuitant appointment effective date, as is required for all appointment types.(OPS Attachment 1). The revised forms and memo provide the additional direction, as recommended by the CSA. On 04/07/2015, statewide CDCR personnel staff were further reminded of this requirement via a conference call.

  • Completion Date: April 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Fully Implemented


Recommendation #3 To: Corrections and Rehabilitation, Department of

To ensure that it complies with state laws and its policies related to retired annuitants' employment, Corrections should provide its hiring managers and staff with guidance by June 2015 on verifying and maintaining EDD forms indicating that retirees have not received unemployment compensation in the 12 months preceding their hire.

60-Day Agency Response

On 04/03/2015, the following were revised: Retired Annuitant Hiring Approval Form (CDCR 1823), Retired Annuitant Checklist, and Appointment Process Memo, including review of the Retired Annuitant Checklist (OPS Attachment 1). The Checklist was revised to include documentation of the date the completed EDD form DE 1181 was received from EDD and filed in the employee's Official Personnel File. The revised forms and memo provide the additional verification, as recommended by the CSA.

  • Completion Date: April 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Fully Implemented

  • Auditee did not address all aspects of the recommendation

Recommendation #4 To: Corrections and Rehabilitation, Department of

To make certain that its employment of returning retired annuitants complies with state laws, by June 2015 Corrections should provide training on what constitutes limited duration and how to appropriately document it.

60-Day Agency Response

On 04/03/2015, the following were revised: Retired Annuitant Hiring Approval Form (CDCR 1823), Retired Annuitant Checklist, and Appointment Process Memo (which includes a "short-term...to cover temporary or emergency related work" statement and form CDCR 1823) (OPS Attachment 1). The 05/06/2014 New and Renewal Retired Annuitant Appointment Process Memo also included the same statement (OPS Attachment 2). On 04/08/2015 and 04/21/2015 training was provided via a conference call to statewide human resources staff on that which constitutes limited duration and how to appropriately document it on Form CDCR 1823 and on the spreadsheet for renewals. (Conference call Agendas for 04/08/2015 (OPS Attachment 6) and 04/21/2015 (OPS Attachment 7).

  • Completion Date: April 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Fully Implemented


Recommendation #5 To: Corrections and Rehabilitation, Department of

To make certain that its employment of returning retired annuitants complies with state laws, by June 2015 Corrections should develop and implement a policy for reviewing and approving renewal appointments and spreadsheets.

1-Year Agency Response

The Department has completed the revision of the Personnel Operations Manual (POM) Section 519, Retired Annuitant Appointments, providing clarification and direction on retired annuitant appointment processes and procedures. This is in addition to the already revised Retired Annuitant Hiring Approval form and Retired Annuitant Checklist. Proof of practice will be provided via email.

  • Completion Date: November 2015
  • Response Date: December 2015

California State Auditor's Assessment of 1-Year Status: Fully Implemented


6-Month Agency Response

The Department revised the New and Renewal Retired Annuitant Appointment Process memo and developed the Retired Annuitant Appointment Evaluation Criteria chart for the review and approval of retired annuitant appointment renewals for SFY 2014/2015. This same chart and review/approval process will be applied to the SFY 2015/2016 retired annuitant renewal process.

  • Completion Date: April 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Pending

Corrections is working on revising its Personnel Operations Manual to include a section for reviewing and approving renewal appointments and spreadsheets. The Process memo referenced in Corrections' 6-month response does not address our recommendation.


60-Day Agency Response

On 04/03/2015, the following were revised: Retired Annuitant Hiring Approval Form (CDCR 1823), Retired Annuitant Checklist, and Appointment Process Memo which includes the 06/20/2014 Retired Annuitant Appointment Evaluation Criteria chart (OPS Attachment 1).

The 05/06/2014 New and Renewal Retired Annuitant Appointment Process Memo also addressed the review/approval process (OPS Attachment 2). Revised Personnel Operations Manual Section 519, Retired Annuitant Appointments and the Department Operations Manual Section 31060.6.2, incorporating the 05/06/2014 and 06/20/2014 procedures for reviewing and approving retired annuitant renewal appointments will be distributed statewide by 06/30/2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Partially Implemented


Recommendation #6 To: Corrections and Rehabilitation, Department of

To make certain that its employment of returning retired annuitants complies with state laws, by June 2015 Corrections should designate in policy the position responsible for reviewing and approving the renewal appointments.

6-Month Agency Response

The Department has revised the New and Renewal Retired Annuitant Appointment Process memo, designating the Office of the Secretary as responsible for reviewing and approving all retired annuitant appointment renewals.

  • Completion Date: April 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

The 05/06/2014 New and Renewal Retired Annuitant Appointment Process Memo identifies the review/approval designee (OPS Attachment 2). Revision of Personnel Operations Manual Section 519 Retired Annuitant Appointments, to incorporate the 05/06/2014 designation of position responsible for reviewing and approving retired annuitant renewal appointments memo, will be distributed statewide by 06/30/2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Partially Implemented


Recommendation #7 To: Corrections and Rehabilitation, Department of

To ensure that retired annuitants do not work beyond their 960-hour limit per fiscal year, by September 2015 Corrections should develop a policy for a monthly management review and approval of retired annuitant attendance records.

1-Year Agency Response

The Department has issued a memo to all personnel officers, liaisons, and Office of Personnel Services staff addressing the appropriate retired annuitant attendance record procedures, as well as revised the CDCR 3046 form, Retired Annuitant Attendance Record. Proof of practice will be provided via email.

  • Completion Date: October 2015
  • Response Date: December 2015

California State Auditor's Assessment of 1-Year Status: Fully Implemented


6-Month Agency Response

CDCR is revising Form 3046 to make it automated and easier to track hours worked. In addition, CDCR is in the process of revising Personnel Operations Manual Section 519 to clarify and detail internal requirements and revised Retired Annuitant package forms.

  • Estimated Completion Date: October 31, 2015
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Pending


60-Day Agency Response

The 04/02/2013 Retired Annuitant Attendance Record Memo and Retired Annuitant Attendance Record Form CDCR 3046 (OPS Attachment 3) provides a tracking tool for management. On 4/08/2015, statewide CDCR human resources staff were reminded via a conference call to provide this form to the supervisors/managers of all retired annuitants and ensure the form is being used and the retired annuitant hours are being tracked. Revision of Personnel Operations Manual Section 519 Retired Annuitant Appointments to incorporate use of Form CDCR 3046 and procedures for monthly management review and approval of retired annuitant attendance records will be distributed statewide by 06/30/2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Partially Implemented


Recommendation #8 To: Corrections and Rehabilitation, Department of

To ensure that retired annuitants do not work beyond their 960-hour limit per fiscal year, by September 2015 Corrections should review its payroll records from fiscal year 2010-11 to present to identify any retired annuitants who exceeded the 960-hour limit and report these employees to CalPERS.

6-Month Agency Response

CDCR identified retired annuitants who exceeded the 960-hour limit in SFYs 2013-14 and 2014-15 and reported these employees to CalPERS. Departments do not have access to payroll records beyond the most recent 24 months. Data beyond 24 months must be secured from SCO. Payroll reports for SFYs 2010-11, 2011-12, and 2012-13 were ordered from SCO and received on 9/3/15. Notifications for these FY's were submitted to CalPERS on 9/8/15.

  • Completion Date: September 2015
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

For SFYs 2013-14 to present, CDCR identified retired annuitants who exceeded the 960-hour limit and reported these employees to CalPERS. Notifications were faxed to CalPERS on 5/12/2015 and 5/14/2015 (OPS Attachments 4 and 5).

For SFY 2010-11 to 2012-13, Departments do not have access to payroll records beyond the most recent 24 months. Data beyond 24 months must be secured from SCO. Payroll reports for SFYs 2010-11, 2011-12, and 2012-13 have been ordered from SCO. Once received, CDCR will report the identified retired annuitants who exceeded the 960-hour limit to CalPERS. Please note that SCO regularly reports hours worked by all employees, including those for retired annuitants, to CalPERS.

  • Estimated Completion Date: July 14, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Partially Implemented


Recommendation #9 To: Corrections and Rehabilitation, Department of

To make sure that permits receive prompt and appropriate approval, by June 2015 Corrections should provide guidance to employees who complete permit requests regarding the documentation they should include when justifying the need for permits.

6-Month Agency Response

The Department has addressed this recommendation across our multiple divisions. The Office of Business Services has issued a memorandum regarding Vehicle Home Storage Permits which includes review of documentation that should accompany permit requests. The Division of Adult Parole Operations (DAPO) has developed a comprehensive policy revising existing state vehicle use and operation procedures which also includes the requirements of the documentation that must be included when submitting permit requests. Their policy was issued to staff on 6/30/15. In addition, DAPO is in the development phase of an e-learning training tool which will provide further emphasis on the policy and the recommendations provided by CSA to their staff. The Office of Correctional Safety (OCS) will continue to provide training to all OCS Managers and Supervisors regarding the proper documentation needed to justify the use of a Home Storage Permit by an OCS Staff member, as identified in the CDCR 844/OCS Vehicle Policy and OCS Manual. Lastly, the Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. The new procedures define the documentation and justification required when submitting a permit request.

  • Completion Date: June 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

Multiple divisions within CDCR utilize home storage permits and are currently addressing their policies and procedures. Office of Business Services (OBS): OBS will issue a memorandum that provides guidance regarding the documentation that should accompany permit requests; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles to include the need and justification for vehicle home storage permit approvals. The policy is in draft phase and will release once approved; Office of Correctional Safety (OCS): (Fully Implemented) OCS will continue to provide training to all OCS Managers and Supervisors regarding the proper documentation needed to justify the use of a Home Storage Permit by an OCS Staff member; Board of Parole Hearings (BPH): BPH will be establishing procedures and training will be provided to affected staff. Presently, staff utilizes directions provided on the Vehicle Home Storage Permit document. The updated procedures will clarify the expectation. Updated procedures should be completed by May 15, 2015. After completion of procedures, BPH will provide training to staff by June 16, 2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #10 To: Corrections and Rehabilitation, Department of

To make sure that permits receive prompt and appropriate approval, by June 2015 Corrections should review the justifications on permit requests to ensure they are appropriate before granting approval.

6-Month Agency Response

Within the Department, our Office of Business Services issued a Vehicle Home Storage Permit memorandum which provided instruction to approvers to review the justifications on permit requests before granting approval to ensure they meet the criteria for cost-effective and/or essential permits identified on the Vehicle Home Storage Request/Permit (STD 377) and additional requirements set by the Department Operations Manual. The Division of Adult Parole Operations has developed a comprehensive policy revising existing state vehicle use and operation procedures. Within this revised policy, permit approvers are instructed to ensure the appropriate justification has been received prior to approval and issuing a permit. The policy was issued to staff on 6/30/15. The Office of Correctional Safety reviews all Home Storage Permit requests within their division to ensure proper justification prior to granting approval and submitting to the Vehicle Management Unit for issuance of an Agency Permit Number, per CDCR 844/OCS Vehicle Policy and OCS Manual. The Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and has provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. The revised procedures provide instruction to permit approvers to review for appropriate justification before granting approval.

  • Completion Date: June 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

Multiple divisions within CDCR utilize home storage permits and are addressing policies and procedures accordingly. Office of Business Services (OBS): OBS will issue a memorandum that instructs permit approvers to review the justifications on permit requests before granting approval to ensure they meet the criteria for cost-effective and/or essential permits identified on the Vehicle Home Storage Request/Permit (STD 377) and additional requirements set by the Department Operations Manual; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will include the lines of responsibility for approving vehicle home storage permits. The policy is currently in draft phase and will provide a copy once approved; Office of Correctional Safety (OCS): (Fully Implemented) OCS reviews all OCS Home Storage Permit requests to ensure proper justification prior to granting approval and submitting to the Vehicle Management Unit for issuance of an Agency Permit Number. CDCR 844/OCS Vehicle Policy and OCS Manual; Board of Parole Hearings (BPH): BPH currently reviews the justification for appropriateness. However, BPH will create a procedure and provide training on this procedure. In addition, BPH will enhance reviews to address the concerns outlined in the audit report. Training will be provided on the new procedure by June 16, 2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #11 To: Corrections and Rehabilitation, Department of

To make sure that permits receive prompt and appropriate approval, by June 2015 Corrections should emphasize among its authorized approvers the importance of approving permit requests before allowing the use of vehicles.

6-Month Agency Response

Within the Department, the Office of Business Services issued a Vehicle Home Storage Permit memorandum on 6/30/15 which includes direction to permit approvers that a permit must be approved and issued prior to an employee frequently storing a state-owned vehicle at home. On 6/30/15, the Division of Adult Parole Operations issued a newly developed comprehensive policy, revising existing state vehicle use and operation procedures which emphasize the requirement of obtaining approval of a permit prior to home storage of a state vehicle. The Office of Correctional Safety will continue to ensure the proper approvals are obtained on all Home Storage Permit requests prior to use of a vehicle by their staff, per CDCR 844/OCS Vehicle Policy and OCS Manual. Lastly, the Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and has provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. These revised procedures include the requirement of approval of a permit before home storage of a state vehicle.

  • Completion Date: June 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

Multiple divisions within CDCR utilize home storage permits and are addressing policies and procedures accordingly. Office of Business Services (OBS): OBS will issue a memorandum that instructs permit holders and approvers that a permit must be approved and issued prior to an employee frequently storing a state-owned vehicle at home; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will emphasize among its authorized approvers the importance of approving permit requests before allowing the use of vehicles. This policy is currently in draft phase and will be released upon approval; Office of Correctional Safety (OCS): (Fully Implemented) OCS will continue to ensure the proper approvals are obtained on all Home Storage Permit requests prior to use of a vehicle by OCS Staff. CDCR 844/OCS Vehicle Policy and OCS Manual; Board of Parole Hearings (BPH): Once BPH has completed the procedures for Vehicle Home Storage Permits and affected staff have been trained, BPH will continue to ensure proper approvals are obtained prior to issuing permits allowing the use of vehicles. Updated procedures will be completed by May 15, 2015 and training will be completed by June 16, 2015.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #12 To: Corrections and Rehabilitation, Department of

To ensure that all employees with assigned vehicles submit the required documents, Corrections should provide training and guidance to staff and supervisors on its policy for monthly reporting of the personal use of vehicles to both its accounting office and the state controller by June 2015.

1-Year Agency Response

The Department's Accounting Division has completed the revision of the existing policy/procedure memo addressing the personal use of state vehicle reporting requirements and the process by which Accounting submits the information to the State Controller's Office. Training has also been provided to Accounting staff. Proof of practice will be provided via email.

  • Completion Date: December 2015
  • Response Date: December 2015

California State Auditor's Assessment of 1-Year Status: Fully Implemented


6-Month Agency Response

Within the Department, the Office of Business Services issued a memorandum regarding Vehicle Home Storage Permits on June 30, 2015 which provides information to staff on the taxable fringe benefits of a state vehicle. Further review of the memorandum and attachments will take place at the next training with department wide fleet staff. The meeting will include key contacts from institutions and programs statewide. The Division of Adult Parole Operations developed a comprehensive policy revising existing state vehicle use and operation procedures. The revision includes the proper reporting of personal use of state vehicles to the IRS and the Franchise Tax Board. The policy was issued to staff on 6/30/15. In addition, an e-learning training is in the development phase which will provide further emphasis on the policy and the recommendations provided by CSA. Lastly, the Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. During the training, the taxable reporting requirements when using a state vehicle for personal use was also discussed as one of the responsibilities of a driver of a state vehicle.

  • Completion Date: June 2015
  • Response Date: July 2015

California State Auditor's Assessment of 6-Month Status: Partially Implemented

While Corrections provided training and guidance to staff and supervisors on its policy for monthly reporting of the personal use of vehicles to its accounting office, it has yet to provide similar training and guidance for monthly reporting of the personal use of vehicles to the state controller.


60-Day Agency Response

Employees within multiple divisions of CDCR are assigned vehicles, therefore the divisions are addrssing this recommendation accordingly. Office of Business Services (OBS): OBS will issue a memorandum that reminds employees that personal use of a state vehicle may be reportable as a taxable fringe benefit in accordance with the Internal Revenue Service; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will include details regarding training of all employees with assigned vehicles regarding the required documents and monthly reporting of personal use of vehicles to both its Accounting office and the State Controller's Office. DAPO Unit Supervisors will provide the training on the new policy and will provide documented proof via a CDCR Form 844, Training Participant Sign-In Sheet; Board of Parole Hearings (BPH): On March 16, 2015, training was provided to all affected staff during a scheduled board meeting, including review of CDCR form 1804, mileage logs, and personal use of state vehicles (BPH Attachment 1). Since then all Commissioners have submitted their forms which have timely been forwarded on their behalf to Accounting. The Facilities Analyst will validate that all affected Associate Chief Deputy Commissioners and Deputy Commissioners submit their forms and that the documents are forwarded to headquarters Accounting. The Chief of Administration is currently building these processes into procedures and updating training materials. These updated materials will be distributed and administered by June 16, 2015. Proof of practice materials will be made available at that time.

  • Estimated Completion Date: June 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #13 To: Corrections and Rehabilitation, Department of

To strengthen its oversight of its employees' use of vehicles, by September 2015 Corrections should provide training to staff and supervisors about the use and accurate completion of travel logs.

6-Month Agency Response

On 09/08/2015, CDCR's Office of Business Services distributed a memorandum that provides guidance regarding the use and accurate completion of travel logs.

On 6/30/15, the Division of Adult Parole Operations (DAPO) issued Policy No.: 15-17, Authorized Use of a State Vehicles. Policy No.: 15-17 includes but is not limited to the following: accurate and timely completion of required travel logs, home storage permits, personal use of a State vehicle, State vehicle maintenance, etc. DAPO has developed and implemented a new on-line training course titled, State Vehicle Training, which was completed by all division staff by September 15, 2015.

On 7/28/15, DAPO issued Directive No.: 15-07, titled, Implementation of State Vehicle Training announcing the implementation of the mandatory training course and requiring all staff to complete the course by September 15, 2015. The Lesson Plan and quiz are included in CDCR's proof of practice, and will consist of a computer printout of the staff training completion data report following the conclusion of the mandatory training period.

  • Completion Date: September 2015
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

CDCR's Office of Business Services will issue a memorandum that provides guidance regarding the use and accurate completion of travel logs; the Division of Adult Parole Operations (DAPO) will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles that will include details about the use and accurate completion of travel logs. DAPO District Administrators will provide training to Unit Supervisors that utilize State vehicles on the new policy and will document proof of the training via a CDCR Form 844, Training Participant Sign-In Sheet. All Unit Supervisors will then conducting training for all staff that utilize State vehicles and provide documented proof via a CDCR Form 844; and CDCR's Board of Parole Hearings has updated existing training materials to include that staff are to print their names and not write in cursive. Affected staff will be trained on this update. The training materials will be distributed and administered by June 16, 2015.

  • Estimated Completion Date: September 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #14 To: Corrections and Rehabilitation, Department of

To strengthen its oversight of its employees' use of vehicles, by September 2015 Corrections should require regular review of the travel logs for pooled vehicles.

6-Month Agency Response

On 09/08/2015, CDCR's Office of Business Services distributed a memorandum that requires regular review of travel logs for pooled vehicles.

On 9/30/15, the Division of Adult Parole Operations (DAPO) issued Policy No.: 15-17, Authorized Use of a State Vehicles. Policy No.: 15-17 includes but is not limited to the following: accurate and timely completion of required travel logs, home storage permits, personal use of a State vehicle, State vehicle maintenance, etc. DAPO has developed and implemented a new on-line training course titled, State Vehicle Training, which required completion by all division staff by September 15, 2015.

On 7/28/15, DAPO issued Directive No.: 15-07, titled, Implementation of State Vehicle Training announcing the implementation of the mandatory training course and requiring all staff to complete the course by September 15, 2015. The Lesson Plan and quiz are included in CDCR's proof of Practice and will also consist of a computer printout of the staff training completion data report following the conclusion of the mandatory training period.

  • Completion Date: September 2015
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

CDCR's Office of Business Services will issue a memorandum that requires regular review of travel logs for pooled vehicles; and the Division of Adult Parole Operations (DAPO) will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will include detailed instructions for the regular review of the travel logs for pooled vehicles. This revices policy is currently in the draft phase. Once approved, DAPO will provide a copy of this policy.

  • Estimated Completion Date: September 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #15 To: Corrections and Rehabilitation, Department of

To strengthen its oversight of its employees' use of vehicles, by September 2015 Corrections should provide training and guidance to staff and supervisors about monthly mileage reporting to General Services and about retention requirements for travel logs.

6-Month Agency Response

On 09/08/2015, CDCR's Office of Business Services distributed a memorandum that provides guidance regarding retention requirements for travel logs and monthly mileage reporting to DGS for leased vehicles.

On 6/30/15, the Division Adult Parole Operation (DAPO) issued Policy No.: 15-17, Authorized Use of a State Vehicles. Policy No.: 15-17 includes but is not limited to the following: accurate and timely completion of required travel logs, home storage permits, personal use of a State vehicle, State vehicle maintenance, etc. DAPO has developed and implemented a new on-line training course titled, State Vehicle Training, which must be completed by all division staff by September 15, 2015.

On 7/28/15, DAPO issued Directive No.: 15-07, titled, Implementation of State Vehicle Training announcing the implementation of the mandatory training course and requiring all staff to complete the course by September 15, 2015. The Lesson Plan and quiz are included in CDCR's proof of practice and will also consist of a computer printout of the staff training completion data report following the conclusion of the mandatory training period.

  • Completion Date: September 2015
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Fully Implemented


60-Day Agency Response

CDCR's Office of Business Services will issue a memorandum that provides guidance regarding retention requirements for travel logs and monthly mileage reporting to DGS for leased vehicles. The Division of Adult Parole Operations (DAPO) will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will include details about staff and supervisors reporting monthly mileage to General Services and the retention requirements for travel logs. DAPO District Administrators will provide training to Unit Supervisors that utilize State vehicles on the new policy and will document proof of the training via a CDCR Form 844, Training Participant Sign-In Sheet. All Unit Supervisors will then conduct training for all staff that utilize State vehicles and provide documented proof via a CDCR Form 844.

  • Estimated Completion Date: September 30, 2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2014-117

Agency responses received are posted verbatim.


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