Embassy New Delhi, India and Constituent Posts - OIG - US ...

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SENSITIVE BUT UNCLASSIFIED service orientation were slightly below the average scores of previously inspected posts. The only management subunit with above-average scores was the IM section, while general services, facilities management, financial management, and human resources management were all rated below average. (b) (5) Financial Management The financial management center provides high-quality services to the embassy community, constituent posts, and other U.S. Government agencies, as reflected by the scores on the 2011 ICASS customer satisfaction questionnaires. The financial management center has begun to coordinate more closely with program managers on administration of grants and federal assistance awards. SCA has directed its posts, including India, to transfer travel voucher processing to the consolidated Bureau of Resource Management post support unit, which could reduce the need for voucher examiner positions at the embassy. Two areas need improvement. As outlined in 4 FAH-3 H-433.5, the financial management center and the mission’s budget and fiscal sections need to stamp the name of the certifying officer on the Undisbursed Voucher Detail Report. Also, as there is no management certification of the biweekly payroll, management needs to periodically conduct spot checks of individual section’s time and attendance reporting to confirm their accuracy. Informal Recommendation 14: Embassy New Delhi should direct certifying officers in Mission India to stamp the name of the certifying officer on the Undisbursed Voucher Detail Report in accordance with Department of State guidance. Informal Recommendation 15: Embassy New Delhi should direct management officers in Mission India to periodically conduct spot checks of the section’s time and attendance reporting to confirm that time attendance was reported accurately. 50 SENSITIVE BUT UNCLASSIFIED
SENSITIVE BUT UNCLASSIFIED Innovative Practice: Procedures for Tracking Overtime Issue: The number of agencies, projects, and high-level visitors in India results in a large amount of overtime for locally employed staff. The financial management office must track, verify, and charge overtime costs to proper financial accounts, using a system with sufficient internal controls. Response: • The financial management center (FMC) receives approved overtime sheets from timekeepers each pay period with the purpose of annotating overtime. • FMC segregates the overtime chargeable to respective projects and agencies, calculates dollar amounts, and verifies actual overtime reported. • FMC maintains a Microsoft Excel spreadsheet that interfaces with the Global Financial Services Bangkok Foreign Service national payroll system, using the “VLOOKUP” formula and imports the overtime data each pay period. • FMC manually enters overtime hours and the amounts chargeable to specific projects, agencies, and congressional delegations in a separate column. • FMC forwards the spreadsheet to accounting, which processes a journal voucher to charge the corresponding recipient’s funds. • FMC sends a scanned copy of the journal vouchers to the respective agencies for approval of funding. Result: Overtime hours and costs are correctly accounted for, charged, and verified. The supervisors of the financial management sections at Consulates General Mumbai, Chennai, and Kolkata are experienced senior LE staff members who have attended the financial management officer course and have been designated as alternate certifying officers. The consulates general are making a concerted effort to make more vendor payments via electronic funds transfers. The OIG team took note of a number of procedural areas that the consulates general should improve. First, management officers at the consulates general in Chennai and Kolkata were not conducting quarterly reviews of payment vouchers certified by the alternate certifying officer, as required by 4 FAH-3 H-065. 2-2. Informal Recommendation 16: Embassy New Delhi should direct Consulates General Chennai and Kolkata to conduct a quarterly review of vouchers certified by the alternate certifying officer and document the reviews in accordance with Department of State guidance. Second, Consulate General Mumbai is sometimes slow to process vouchers for payment because of late receiving reports. 51 SENSITIVE BUT UNCLASSIFIED
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