Changes have been made to the way that Kings Park Central School District officials track and record fuel usage for district vehicles, following an audit by the Office of the State Comptroller Thomas DiNapoli.
The comptroller’s report recommended that written policies and procedures be adopted to ensure that fuel inventory is measured and records maintained, especially when fuel is delivered or pumped. The district has approximately 62 vehicles, according to the report.
“New formal fuel accountability procedures were adopted and went into effect on Dec. 14, 2015,” Eagen’s response said. “The new formal fuel accountability procedures require that tank fuel levels be measured — morning and afternoon — and reconciled both daily and every 10 days. The procedures also require that any significant reconciliation issues be submitted in writing to the superintendent of schools.”
The audit was conducted from July 1, 2014 through July 31, 2015, but the results were given to the district back in December.
“The district has embraced all of OSC’s recommendations, and as of today, all of these recommendations have been fully implemented,” said Timothy Eagen, Kings Park Central School District superintendent.
Eagen said in his statement that he was happy to report that fuel accountability was the sole focus of the audit, and not issues with the district’s budget overall. “This speaks to the high level of internal controls and budgeting procedures that are typical of the Kings Park CSD,” Eagen said.
Issues with the district’s tracking of fuel stemmed from sloppy record keeping, not a loss of fuel, which would indicate potential theft or environmentally dangerous leakage, Eagen said.
“On both the diesel and gasoline forms, Department personnel entered the same beginning and ending inventory amount on multiple lines of the forms or entered the same beginning and ending inventory amount even when fuel use was recorded that day,” the report said. These forms were provided during the audit period, in lieu of the hand written notes that were the only real source of record keeping before the audit.
“District officials are responsible for establishing procedures to provide assurance that vehicle fuel is accurately accounted for and used for appropriate District purposes,” DiNapoli’s report said.
“To determine day-to-day use for each fuel pump, department personnel subtract the previous day’s pump reading from the current day’s reading and note the gallons pumped. No reconciliation was performed to determine if the gallons pumped agreed with the change in stick reading from one day to the next.”
Prior to the audit period, the fuel pumps and tanks at the district’s bus garage were monitored by security personnel 24 hours per day along with video surveillance, though no official written policies or procedures were in place to assist employees in accurate tracking of the fuel inventory. The comptroller also recommended that all employees who use fuel document the gallons pumped, vehicle and type of fuel.