Report 2014-117 Recommendation 11 Responses

Report 2014-117: California Department of Corrections and Rehabilitation: It Must Improve Legal Compliance and Administrative Oversight of Its Employment of Retired Annuitants and Use of State-Owned Vehicles (Release Date: March 2015)

Recommendation #11 To: Corrections and Rehabilitation, Department of

To make sure that permits receive prompt and appropriate approval, by June 2015 Corrections should emphasize among its authorized approvers the importance of approving permit requests before allowing the use of vehicles.

6-Month Agency Response

Within the Department, the Office of Business Services issued a Vehicle Home Storage Permit memorandum on 6/30/15 which includes direction to permit approvers that a permit must be approved and issued prior to an employee frequently storing a state-owned vehicle at home. On 6/30/15, the Division of Adult Parole Operations issued a newly developed comprehensive policy, revising existing state vehicle use and operation procedures which emphasize the requirement of obtaining approval of a permit prior to home storage of a state vehicle. The Office of Correctional Safety will continue to ensure the proper approvals are obtained on all Home Storage Permit requests prior to use of a vehicle by their staff, per CDCR 844/OCS Vehicle Policy and OCS Manual. Lastly, the Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and has provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. These revised procedures include the requirement of approval of a permit before home storage of a state vehicle.

California State Auditor's Assessment of 6-Month Status: Fully Implemented

60-Day Agency Response

Multiple divisions within CDCR utilize home storage permits and are addressing policies and procedures accordingly. Office of Business Services (OBS): OBS will issue a memorandum that instructs permit holders and approvers that a permit must be approved and issued prior to an employee frequently storing a state-owned vehicle at home; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles which will emphasize among its authorized approvers the importance of approving permit requests before allowing the use of vehicles. This policy is currently in draft phase and will be released upon approval; Office of Correctional Safety (OCS): (Fully Implemented) OCS will continue to ensure the proper approvals are obtained on all Home Storage Permit requests prior to use of a vehicle by OCS Staff. CDCR 844/OCS Vehicle Policy and OCS Manual; Board of Parole Hearings (BPH): Once BPH has completed the procedures for Vehicle Home Storage Permits and affected staff have been trained, BPH will continue to ensure proper approvals are obtained prior to issuing permits allowing the use of vehicles. Updated procedures will be completed by May 15, 2015 and training will be completed by June 16, 2015.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2014-117

Agency responses received are posted verbatim.