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

EXECUTIVE SUMMARY

The objective of this audit was to determine whether the New York City Department of Investigation (DOI) is effectively monitoring its employees’ use of City-provided E-ZPasses and parking permits in accordance with applicable rules and regulations.

New York City requires that employees who operate City-owned or personally-owned vehicles to conduct City business must exercise reasonable care when driving them. This requirement is outlined in the City of New York’s City Vehicle Driver Handbook (Handbook). Agency heads, working through their Agency Transportation Coordinators (ATCs), must ensure that all employees who are assigned a City-owned vehicle, either for full-time use or temporary use, are authorized by their respective agencies to drive. The ATC must also ensure that each driver has a valid license. An employee’s driver’s license must be issued by New York State (NYS) unless the employee is exempt from City residency requirements. In that case, the authorized driver must have a valid license from the state where he or she resides, and in all cases the license must have the appropriate classification for the vehicle that the employee will be driving on City business. The Handbook further specifies that City agencies must establish programs that promote driving safety along with proper training in the use of motor vehicles.

In addition, the Handbook states that 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. Subsequently, the driver must fill out a vehicle trip log detailing the vehicle’s use and why it was needed 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 agency’s designated E-ZPass representative for review.

With respect to the use of City-issued parking permits, drivers must be aware of their agency’s in-house procedures, including areas where City government vehicles are permitted to park. Parking permits must be properly displayed to ensure visibility through the windshield. Permits may be used only 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.

DOI has authorized 385 employees to use agency vehicles and E-ZPasses issued by the MTA for City business. In Calendar Year 2017, DOI spent $32,173 for E-ZPass usage.

Audit Findings

The audit found that DOI properly monitors the use of E-ZPasses by its authorized drivers in accordance with applicable rules and regulations. DOI maintains the logs or trip tickets detailing agency E-ZPass usage as required by the City’s and DOI’s policies and procedures and keeps accurate track of its E-ZPass tags. In addition, the audit found that DOI was not using any vehicles on the NHTSA recall list. The audit found that DOI properly enforces the City’s requirements for issuing agency parking permits.

Audit Recommendations

The audit recommended that DOI should continue to monitor, track and ensure proper use of City-provided E ZPasses and parking permits as required by the City of New York’s City Vehicle Driver Handbook and should continue to ensure that vehicles on the NHTSA are not used by its employees.

Agency Response

In its response, DOI stated, “The Department of Investigation (DOI) will continue to monitor, track, and ensure proper use of City-provided E-Z Passes and parking permits as required by the City Of New York’s City Vehicle Driver Handbook. Additionally, DOI will make certain that the vehicles on the National Highway Traffic Safety Administration (NHTSA) recall list are not being used.”