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Each fleet vehicle has a vehicle fuel card with a unique ID that must be swiped at the pump to obtain fuel. Employee’s must manually input employee ID number and odometer readings, which is where the OSC audit found inaccuracies. Department employees are responsible for accurately entering odometer readings. PROCESS FOR FUEL ISSUED FROM OUTSIDE VENDOR: Fuel Usage Reports: - One credit card is assigned to each vehicle in the fleet. Includes Trucks, Chippers and a compressor. - Mechanics are assigned one card for in shop fuel (Auxiliary Cans to be used to perform mechanical work) At station: - Operator will slide card and input their employee ID # (4 digit #) - At completion of fueling receipt will be kept - On the back of receipt, operator will print name, mileage odometer reading, gallons purchased and any amount of additional fuel obtained for auxiliary fuel cans for verification. - At the end of each day, operators will return receipt to Foreman’s office. (Place in Gas slip bin) - Deputy Highway Superintendent will review all receipts for accuracy of recorded information. - Once verification has been made, receipts will be turned over to Senior Accounting Clerk - Senior Accounting Clerk will review and reconcile receipts with the monthly vendor statement. - Any discrepancies will be reported and reviewed with the Highway Superintendent - Gas receipts will be filed for future accounting on a monthly basis The Deputy Highway Superintendent will ensure that accurate fuel inventory and delivery records are main- tained on a weekly basis. As the Hamburg Highway Superintendent I plan to: - Continue to develop, implement, and communicate policies and procedures for key fuel operations. - Ensure that Department staff report excessive inventory variances to the Deputy Highway Superintendent and the Senior Accounting Clerk in compliance with the departments new policies regarding reporting requirements. - Continue to address critical site maintenance issues and formalize the internal inspection process by ensuring that department requirements, other relevant inspection criteria, and corrective actions are properly documented. In developing this Corrective Action Plan (CAP), Highway Department personnel will also review, refine and implement a consolidated process for evaluating and managing fuel operations. While preliminary milestones have been established to address all findings, the Department will establish more detailed execution plans. The steps and timelines presented in this CAP are the Highway Departments best estimate for the time to complete the work outlined. The Hamburg Town Board will separately address and consider implementing broader systemic processes town-wide to address the gaps identified to ensure organizational alignment and support. Once key corrective actions are implemented by the Town Board, an internal review within the Highway Department will be under- taken to determine adherence and effectiveness of new processes and procedures. 14 Of f ic e of t he New York State Comptroller