SSIC report on overtime and
comp time probe reveals "abuse", "misuse",
and "fraud"
by Fili Sagapolutele
Samoa News Correspondent
The Senate Select Investigative
Committee (SSIC) on Tuesday transmitted to Gov. Togiola Tulafono
its final report on "discrepancies due to excessive use
of overtime and compensatory time" following the committee
investigation and hearings last year.
The SSIC's probe, was the result
of complaints the committee received about possible misuse and/or
abuse of public funds at Treasury's payroll division and customs
division, Department of Agriculture and Port Administration's
Airport division.
After a thorough review of documents
received from various ASG agencies, SSIC said the documents revealed
the existence and prevalence of "abuse", "misuse",
and "fraud", of funds appropriated to these agencies
for use in their daily operations.
"There is also an assumption
that conspiracy is involved as this has been indicated during
our review and examination process," said SSIC.
During the course of its investigation
and review of documents, SSIC said it uncovered several improprieties:
· Treasury computer system
is not tamper proof - data entry can be manipulated by personnel;
· Lack of parameters to
control employment regulations and pay grade level as according
to Human Resource Department requirements;
· Directors/administrators
are not knowledgeable of Human Resources regulations and/or laws
pertaining to such;
· Intentional and fraudulent
use of overtime by Agriculture, Customs, Airport, Payroll personnel
and this may also be indicative of a more widespread problem
in ASG; and
· Exaggerated rates, often
more then five times the normal rate, are applied to compensate
for holiday pay, straight overtime and annual leave of these
employees.
The SSIC recommends that Treasury
conduct an overall assessment to identify weaknesses within the
payroll division and develop a system incorporating Human Resources
personnel action functions into the process to provide long overdue
internal control.
Additionally, ASG should provide
an upgraded security proof system that will systematically eliminate
the ability for personal alteration of time cards thus preventing
possible future criminal and tampering activities.
The SSIC also recommends that
Human Resources issue and disseminate an official uniform policy
with modification if any on employees' time.
Human Resources should also Initiate
and develop a training program for all directors and key employees
who handle personnel matters of each department to provide clarification
on issues and concerns regarding payroll and personnel action
documents.
The report also recommends that
Human Resources and Treasury should also spearhead the further
review of accountability issues and concerns as well as workplace
ethics issues whereby developing and implementation of training
programs is essential to ensure full compliance by each department.
Additionally ASG must explore
ways to operate and maintain the payroll system at its highest
security level and employees who have been granted passwords
to access the system for processing purposes should maintain
work ethics with high standards.
Furthermore, directors of each
department should be held accountable to ensure time cards submissions
to payroll division are double and cross checked after processing
by payroll with original copies for accuracy.
"The overall payroll system
is vulnerable and susceptible in its nature and essential internal
controls must be implemented to safeguard the integrity and credibility
of the whole system," said SSIC.
Copies of the lengthy report,
that include payroll records, were also forwarded to the Police
Commissioner, Attorney General's Office, all senators, the FBI,
and the federal departments of Justice and Interior.
Reach the reporter at fili@samoanews.com.
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