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089409 1 (1971-10-15)

handle is hein.gao/gaobacvjw0001 and id is 1 raw text is: UNITED STATES GENERAL ACCOUNTING OFFICE .u WASHINGTON, D.C. 20548 CIVIL DIVISION OCT 1 5 1971 Dear Mr. Zarb: We have completed a review of travel advances outstanding for employees of the Manpower Administration (MA), located at the Headquarters Office in Washington, D.C. Our review covered the period from April 1, 1970 to June 30, 1971, and consisted of an examination, on a test basis, of the procedures, internal controls, reports, and records relating to travel advances of the Branch of Voucher Payment (BVP), Division of Payment Services, Office of Accounting and Payment Services (OAPS). Improvements were needed in certain procedures and controls over travel advances and in the reports prepared on advances. The Director of OAPS and his staff advised us that appropriate corrective actions had been or would be taken on all of the matters disclosed in our review. On April 12, and June 10, 1971, we reported similar findings resulting from our reviews of administrative practices in the Chicago and San Francisco Regional Administrative Offices. The details of our findings are presented below. NEED FOR TIMELY PREPARATION OF MONTHLY REPORTS ON OUTSTANDING TRAVEL ADVANCES BVP is required by Department regulations to prepare monthly reports of outstanding travel advances by the fifth working day of the following month and send copies of the reports to the applicable administrative offices. The offices receiving the reports are to take appropriate action on advances which need to be recovered or adjusted. We found that BVP did not prepare the monthly reports for March 1971 for the MA's six appropriations until late in June 1971, and that the reports for April, May. and June of 1971 had not been prepared as of July 9, 1971. An MA official informed us that reports for several other months in fiscal year 1971 were also received late. The individual reports as of March 31, 1971, prepared by BVP for the 6 MA appropriations contained 765 names of employees having outstanding travel advances totaling $250,571. The reports showed the appropriation to which the employees' travel advances were chargeable; but they did not show the organizational unit that the employees were assigned to in MA. An MA official informed us that failing to show the organizational unit of the employees hindered the usefulness of the reports by making it more difficult to follow-up on the employees with advances. 50TH ANV S R 192- 1971 50 TH ANNIVERSARY 1921 -19710

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