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Review of the Office of Intergovernmental and External Affairs Purchase Card Program

Announced on  | Last Modified on  | Project Number: A-03-22-00500
Status
Completed
Agency
Office of the Secretary

OBJECTIVE

Under the Government Charge Card Abuse Prevention Act of 2012 (Charge Card Act) and Office of Management and Budget Memorandum M-13-21, Implementation of the Government Charge Card Abuse Prevention Act of 2012, agencies must establish and maintain safeguards and internal controls for the charge card program. Offices of Inspectors General (OIGs) are required to conduct annual risk assessments of agency purchase card and travel card programs to analyze the risks of illegal, improper, and erroneous purchases. HHS-OIG's risk assessment of HHS's charge card program for FY 2017, identified Office of Intergovernmental and External Affairs (IEA) as having a high risk of inappropriate travel card and purchase card transactions. Because IEA's charge card program was assessed as high risk, the Charge Card Act requires HHS-OIG to conduct a further review. We will review the IEA's travel card and purchase card programs to determine whether the programs complied with Federal requirements.

TIMELINE

  • January 4, 2022
    Announced
  • April 26, 2024
    Complete

    Review of the Office of Intergovernmental and External Affairs Purchase Card Program has been marked as complete. This audit resulted in 6 recommendations.

REPORT PUBLISHED

The Office of Intergovernmental and External Affairs’ Purchase Card Program Did Not Comply With Federal and HHS Requirements (A-03-22-00500)

24-A-03-069.01 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs create and maintain a centralized database to store supporting documentation for all purchase card transactions to align with Program Guide requirements.

24-A-03-069.02 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs remind cardholders and AOs of the documentation and reconciliation requirements outlined in Federal and HHS requirements and provide them with a copy of the Program Guide as part of the annual refresher training process.

24-A-03-069.03 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs remind AOs to notify the Property Management Office when purchases of accountable property are made by IEA cardholders to ensure accountability and timely updating of the property records in the PMIS.

24-A-03-069.04 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs provide to all cardholders and AOs training that encompasses the requirements related to the purchase of sensitive items, including properly completing the HHS-755 and tracking purchases in the PMIS.

24-A-03-069.05 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs remind AOs to provide timely notice of separated cardholders to the A/OPC and remind cardholders to contact their AO timely before separating so that all outstanding purchase card transactions can be processed and reconciled before separation from employment as part of the annual refresher training process.

24-A-03-069.06 to OS - Closed Implemented
Closed on 04/18/2025
We recommend that the Office of Intergovernmental and External Affairs work with the HHS A/OPC to create and maintain a centralized database as required by the Program Guide that captures the training certificates of all cardholders and AOs, including certificates for the annual refresher training.

View in Recommendation Tracker
Work Plan Type
Office of Audit Services
HHS Agencies
Office of the Secretary
Issue Areas
Departmental Operational Issues Financial Stewardship
Target Groups
-
Financial Groups
Other Funding