Disclosure of Wrongdoing in the Workplace

2007-2008 2nd Quarter

Nature of Wrongdoing according to the description in article 8 of the PSDPA.

Misuse of public funds or public assets.

Description of Wrongdoing (including the identity of the person found to have committed it if is necessary to adequately describe the wrongdoing).

A disclosure of wrongdoing alleging misuse of public funds resulted in an investigation being conducted by management. The findings revealed that three employees in a Canadian Coast Guard office inappropriately used taxi chits for personal use (attending personal appointments, personal travel, etc.).

Recommendations set out in any report made to the chief executive.

The recommendations set out in the report are as follows:

For the office in question:

• CCG adopt a Taxi Voucher Use Policy.
• Management issue an e-mail to all Directorate CCG personnel regarding the use of taxi vouchers.
• All authorized holders of taxi voucher booklets be reminded in writing or by e-mail of the following information:
  • Their responsibilities to ensure the safe storage (under lock and key) of taxi voucher booklets and that they should be handled as if they were cash money.
  • Taxi vouchers are to be issued only for authorized government business travel.
  • The vouchers must be filled in as completely as possible prior to being issued and the first copy is not to be removed from the booklet.
  • Entire taxi voucher booklets are not be handed out to any individual.
  • Taxi vouchers are not to be issued to personnel from other directorates or sections.
  • The holders could be held responsible for any irregularities in the use of taxi vouchers
• Having any taxi voucher booklet, issued under the financial code of the responsible senior manager, held and issued as needed by the Executive Assistant or other person designed by the senior manager.

Specific recommendations relating to three employees:

For employee "A":

• The control and possession of taxi vouchers be removed.
• Obtain taxi vouchers directly from the Senior Manager’s Executive Assistant.
• Collection of restitution for unauthorized use after July 2004, when employee had specifically been directed to not use taxi vouchers for personal use.

For employee “B”:

• The substantive manager be advised of the alleged use and forgery (signature) of taxi vouchers by their staff member, with the recommendation to conduct a further investigation into the specific issue.

For employee "C"

• Require employee to repay to the Crown the amount that was reimbursed through the travel expense claim for the unauthorized use of taxi vouchers.
• Require employee to repay to the Crown the amount that was reimbursed through the travel expense claim for the unauthorized use of taxi vouchers.

Corrective action taken by the chief executive, or the reasons why no corrective action was taken.

CCG management issued an e-mail to staff within the organization in question, reiterating the expectations respecting the use of taxi vouchers, in accordance with the recommendations listed in the previous section.

The following special measures were introduced for the staff of the work location in question:

• The responsibility for control and administration of taxi vouchers has been transferred directly to the management level;
• All employees were required to follow a special information session on the use of taxi vouchers;
• Management will verify on a quarterly basis the use of taxi vouchers to ensure the usage confirms to the financial guidelines.

The three employees identified as misusing taxi vouchers were provided clear direction on management’s expectations and informed of the consequences of not complying.

Due to mitigating circumstances, employee “A” was not required to make restitution for the unauthorized use of taxi vouchers after July 2004.

The substantive senior manager was advised of the alleged use and forgery (signature) of taxi vouchers by employee “B”, and the matter is being managed accordingly.

Reimbursement to the Crown was made by employee “C” to repay the amount that was reimbursed through the travel expense claim for the unauthorized use of taxi vouchers.