Letter Audit Report on the Department for the Aging’s Monitoring of Its Employees Who Use an E-ZPass and Parking Permits While Driving City-Owned or Personally-Owned Vehicles on City Business

LETTER REPORT IN BRIEF

This Letter Report concerns the New York City Comptroller’s audit of the Department for the Aging’s (“DFTA’s”) monitoring by of its employees use of City issued E-ZPasses and parking permits while driving City-owned or personally-owned vehicles on City business.

The objective of this audit was to determine if DFTA is effectively monitoring its employees who use E-ZPasses and parking permits while driving City-owned or personally-owned vehicles on City business in accordance with applicable rules and regulations.

New York City requires that only those employees who exercise reasonable care in operating City-owned or personally-owned vehicles be allowed to use them to conduct City business.  This requirement is outlined in the City of New York’s “City Vehicle Driver Handbook” (the “Handbook”).  Agency heads, through their agency’s Agency Transportation Coordinator (“ATC”), must ensure that all employees assigned a City-owned vehicle either for full-time use or temporary use have been authorized to drive.

In addition, E-ZPasses should be issued only to authorized drivers who are responsible drivers.  All E-ZPass usage must be reported to and monitored by the ATC.  Drivers are allowed to use a City-sponsored E-ZPass only when conducting official City business and in connection with the approved use of a City government vehicle or an authorized personal vehicle.  After using an E-ZPass on City business, the driver must fill out a vehicle trip log detailing what the vehicle was used for and why it needed to be used so that accurate agency vehicle trip log books can be maintained.  E-ZPasses are issued by the Metropolitan Transportation Authority/Bridges and Tunnels (“MTA”).  The MTA sends detailed summary reports on travel to the designated agency E-ZPass representative for review.

Drivers must be aware of their agency’s in-house procedures regarding the use of parking permits, including areas where City government vehicles are permitted to park.  Parking permits must be properly displayed to ensure visibility through the windshield.  Permits may only be used for official City business in connection with the assigned City government vehicle or an authorized personal vehicle and only as described by the parking permit and any other accompanying instructions.

Results
We found that DFTA monitored the use of E-ZPasses and parking permits by its authorized drivers in accordance with applicable rules and regulations.

Agency’s Response

In their response, DFTA officials agreed with the report’s conclusions.