Controls Over Accountable Property at the Baltimore Field Division of the Federal Bureau of Investigation

Report Number 04-37
September 2004
Office of the Inspector General


Appendix 10

Office of the Inspector General
Summary of Actions Necessary to Close the Report

Recommendation Number:

  1. Resolved. The FBI agreed to amend its policy for entering property items into the Property Management Application once the Justice Property Management Regulations, which are currently under revision, are finalized. This recommendation can be closed when we receive documentation that the Justice Property Management Regulations have been officially revised and that the FBI's current, or revised, policy meets with the regulations' requirements.

  2. Resolved. According to the FBI, the Property Procurement and Management Section of the FBI is scheduled to conduct field audits of the credit card program in FY 2005, which will include testing of FD 369 forms and for adequate supporting documentation of charges. This recommendation can be closed when we receive documentation of the results of these field audits as well as documentation that any deficiencies found have been addressed through additional training.

  3. Resolved. The BFD stated that it has already implemented this recommendation. Further, the BFD stated that it will reiterate this policy in a memorandum to be sent to all employees by October 15, 2004, and at its division wide conference to be held later this year. This recommendation can be closed when we receive a copy of this BFD policy memorandum.

  4. Resolved. The BFD stated that it has amended its procedures to require credit card holders to have their FD 369 forms approved by their immediate supervisor before submitting them to the Financial Manager. The BFD also stated that it will formalize this change and provide a copy of its revised procedures to FBI Headquarters by October 15, 2004. This recommendation can be closed when we receive a copy of the BFD's revised procedures.

  5. Resolved. The BFD suggested that we revise the recommendation to refer to "the Administrative Officer (or other appropriate management official)," as opposed to only the Administrative Officer. We agree with the BFD that the credit card holder's immediate supervisor would be in a better position to assess the appropriateness of the credit card charges. However, we have not amended the recommendation because FBI policy identifies the Administrative Officer as the Approving Official at field divisions. Therefore, although the Administrative Officer may choose to rely on the immediate supervisors to review the FD 369 forms and supporting documentation against the credit card statements, the Administrative Officer still maintains overall responsibility for reviewing and approving the division's credit card charges. This recommendation can be closed when we receive a copy of the BFD's revised procedures.