Embassy Hanoi and Consulate General Ho Chi Minh - OIG - US ...

SENSITIVE BUT UNCLASSIFIED
Management controls over motor pool operations are not sufficient. There is
no written designation of a country fleet manager as required by 14 FAM 418.1-1
(D). Currently, the motor pools at the embassy and consulate general operate
independently. There are no missionwide policies to follow.
Recommendation 19: Embassy Hanoi should designate a country fleet manager
responsible for mission-wide management of vehicles as required by
regulations. (Action: Embassy Hanoi)
Over $45,000 a year is spent for fuel throughout the country. The mission has
not established adequate controls to ensure proper use of fuel. The Foreign Affairs
Handbook (14 FAH-1 H 814.2-1) requires the preparation of the Monthly Fuel
Consumption Record Form DS-1775 to establish mileage standards for each
vehicle. However, vehicle use and fuel consumption reports are not being reviewed
to determine whether consumption is excessive. One vehicle was actually
shown as getting less then one mile per gallon.
Recommendation 20: Embassy Hanoi should prepare and analyze monthly
fuel consumption reports. (Action: Embassy Hanoi)
FINANCIAL MANAGEMENT
Representation
Vouchers for representational expenses are being paid without proper information
and/or documentation as required by section 341 of the standardized regulations.
For example, most voucher forms were incomplete while others did not
include attending guest lists. For events including staff on per diem, the appropriate
rate was not used to deduct the meal allowance from the travelers’ voucher.
Moreover, several vouchers for lunches did not include any information as to the
purpose of the meeting. The regulations require vouchers to include type, purpose,
and location of function, a guest list, a brief description of the official business
conducted, and receipts.
OIG Report No. ISP-I-05-28A, Inspection of Embassy Hanoi and CG Ho Chi Minh City, Vietnam, September 2005
SENSITIVE BUT UNCLASSIFIED
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