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Policy and Procedure Recommendations (PPR) Portal

The New York City Department of Investigation’s Policy and Procedure Recommendations (PPR) Portal provides the public with a greater understanding of the recommendations DOI issues to City agencies and entities. PPRs are formal written recommendations to City agencies that correct policy, procedural and operational vulnerabilities identified through DOI investigations. These PPRs are part of DOI’s distinct approach to attacking corruption: through prevention, education, arrests, public reports, and reforms that tighten internal controls and prevent fraud and corruption from re-occurring. PPRs help improve the efficiency and effectiveness of City government, defend the City from fraudulent activity, and protect City workers and the public from conditions that could affect health and safety. This dataset pulls the most recent information from DOIs PPR portal, available on their website.

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DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should review their respective Fleet rules and regulations, and update annually and as necessary for significant interim changes. These forms should also be provided to NYCFleet-DCAS. For all City agencies/offices that use car share and/or EZ Pass, the ATC should audit the monthly usage and bills for mileage/weekend use, etc. City agencies/offices must have a clear policy on permitted EZ Pass usage, including commuting. Disciplinary actions must be taken as necessary for vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices Payroll units, in conjunction with the ATC, should conduct a thorough audit to ensure compliance with the Federal rules for filing tax fringe benefits by both the agency and individual drivers.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-08-06T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should maintain up-to-date lists of fleet-related information, including but not limited to: agency vehicle assignments, authorized drivers and their respective driver’s licenses, take-home vehicles, vehicles used by on call emergency responders, fuel card users, EZ Pass assignees, Parking Placard assignees, Defensive Driving Course completion dates, and Taxable Fringe Benefit forms. All City agencies/offices that permit personal vehicle usage should also maintain up-to-date lists of fleet-related information, including but not limited to: registration, insurance, inspection, and mileage.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: ATCs should require all Authorized Drivers to sign (either hard copy or electronically via Employee Self Service) the Citywide and any agency-specific acknowledgement form(s) regarding Fleet rules. No City vehicles should be driven by unauthorized drivers who have not yet signed the required forms.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-08-06T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS with the lists of agency vehicle assignments, take-home vehicles, authorized drivers, vehicles used by on call emergency responders, and fuel card users. NYCFleet-DCAS should also be notified of any significant interim changes. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All ATCs are required to report to their Inspector General any significant vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS detailing fleet violations (driving out of pre-determined parameter, fueling out of pre-determined parameter, unplugged devices, vehicle non-use, etc.) and measures taken to address the violations.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: If an agency has a live-tracking system other than those which are managed by NYCFleet-DCAS, access must be shared with NYCFleet-DCAS. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
DORIS
Agency: DORIS • Date Issued: 2017-12-22T00:00:00.000 • Acceptance Status: Accepted
Agency
DORIS
Date Issued
2017-12-22T00:00:00.000
Recommendation
Citywide PPR: Agencies/Offices may not use Purchase Orders or credit cards for any fleet-related expenses without written authorization from NYCFleet-DCAS or in the event of an emergency. These expenses include but are not limited to: auto parts, repairs, maintenance, lights and sirens, and fuel. Fuel cards should explicitly be used to purchase fuel.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2017-12-22T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All on-road City vehicles, take-home vehicles, car share, and long-term rentals – regardless of the agency/driver – should have telematics with real-time Automatic Vehicle Location (AVL), unless specific exemption is granted by the Mayor’s Office. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2023-07-06T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: If an AVL device is missing or disconnected, City agencies/offices should resolve the issue and report to NYCFleet-DCAS within one week, or the vehicle assignment could be reassessed. Vehicles with reoccurring disconnections may be reallocated to another City agency. NYCFleet-DCAS will notify DOI regarding all illegitimate disconnects.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2023-07-06T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Business justification and the name of the driver need to be documented for all vehicle trips, especially if the vehicle is taken out of state and/or utilized off-duty.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-01T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: City employees should only have one assigned take-home vehicle, unless specific prior approval is granted and documented by NYCFleet-DCAS. If pool vehicles are assigned to a supervisor, vehicle usage should be appropriately documented for the driver(s).
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-01-01T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Agency Transportation Coordinators (ATCs), or their designee, must be tasked with ensuring that all vehicles with telematics (whether in use or not in use) are online and tracked on a monthly basis. At least one Commissioner-designated individual per agency should get access to telematics to regularly monitor alerts once real-time AVL has been installed in agency vehicles.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-03-31T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should review their respective Fleet rules and regulations, and update annually and as necessary for significant interim changes. These forms should also be provided to NYCFleet-DCAS. For all City agencies/offices that use car share and/or EZ Pass, the ATC should audit the monthly usage and bills for mileage/weekend use, etc. City agencies/offices must have a clear policy on permitted EZ Pass usage, including commuting. Disciplinary actions must be taken as necessary for vehicle misuse.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-01T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices Payroll units, in conjunction with the ATC, should conduct a thorough audit to ensure compliance with the Federal rules for filing tax fringe benefits by both the agency and individual drivers.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-01T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should maintain up-to-date lists of fleet-related information, including but not limited to: agency vehicle assignments, authorized drivers and their respective driver’s licenses, take-home vehicles, vehicles used by on call emergency responders, fuel card users, EZ Pass assignees, Parking Placard assignees, Defensive Driving Course completion dates, and Taxable Fringe Benefit forms. All City agencies/offices that permit personal vehicle usage should also maintain up-to-date lists of fleet-related information, including but not limited to: registration, insurance, inspection, and mileage.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: ATCs should require all Authorized Drivers to sign (either hard copy or electronically via Employee Self Service) the Citywide and any agency-specific acknowledgement form(s) regarding Fleet rules. No City vehicles should be driven by unauthorized drivers who have not yet signed the required forms.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS with the lists of agency vehicle assignments, take-home vehicles, authorized drivers, vehicles used by on call emergency responders, and fuel card users. NYCFleet-DCAS should also be notified of any significant interim changes. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All ATCs are required to report to their Inspector General any significant vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2019-01-01T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS detailing fleet violations (driving out of pre-determined parameter, fueling out of pre-determined parameter, unplugged devices, vehicle non-use, etc.) and measures taken to address the violations.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-01-26T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: If an agency has a live-tracking system other than those which are managed by NYCFleet-DCAS, access must be shared with NYCFleet-DCAS. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-06-01T00:00:00.000
HRA
Agency: HRA • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
HRA
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Agencies/Offices may not use Purchase Orders or credit cards for any fleet-related expenses without written authorization from NYCFleet-DCAS or in the event of an emergency. These expenses include but are not limited to: auto parts, repairs, maintenance, lights and sirens, and fuel. Fuel cards should explicitly be used to purchase fuel.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Agency Transportation Coordinators (ATCs), or their designee, must be tasked with ensuring that all vehicles with telematics (whether in use or not in use) are online and tracked on a monthly basis. At least one Commissioner-designated individual per
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-03-31T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All on-road City vehicles, take-home vehicles, car share, and long-term rentals – regardless of the agency/driver – should have telematics with real-time Automatic Vehicle Location (AVL), unless specific exemption is granted by the Mayor’s Office. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2023-07-06T00:00:00.000
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: If an AVL device is missing or disconnected, City agencies/offices should resolve the issue and report to NYCFleet-DCAS within one week, or the vehicle assignment could be reassessed. Vehicles with reoccurring disconnections may be reallocated to another City agency. NYCFleet-DCAS will notify DOI regarding all illegitimate disconnects.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2023-07-06T00:00:00.000
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Business justification and the name of the driver need to be documented for all vehicle trips, especially if the vehicle is taken out of state and/or utilized off-duty.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should review their respective Fleet rules and regulations, and update annually and as necessary for significant interim changes. These forms should also be provided to NYCFleet-DCAS. For all City agencies/offices that use car share and/or EZ Pass, the ATC should audit the monthly usage and bills for mileage/weekend use, etc. City agencies/offices must have a clear policy on permitted EZ Pass usage, including commuting. Disciplinary actions must be taken as necessary for vehicle misuse.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices Payroll units, in conjunction with the ATC, should conduct a thorough audit to ensure compliance with the Federal rules for filing tax fringe benefits by both the agency and individual drivers.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should maintain up-to-date lists of fleet-related information, including but not limited to: agency vehicle assignments, authorized drivers and their respective driver’s licenses, take-home vehicles, vehicles used by on call emergency responders, fuel card users, EZ Pass assignees, parking placard assignees, defensive driving course completion dates, and Taxable Fringe Benefit forms.  All City agencies/offices that permit personal vehicle usage should also maintain up-to-date lists of fleet-related information, including but not limited to: registration, insurance, inspection, and mileage.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: ATCs should require all Authorized Drivers to sign (either hard copy or electronically via Employee Self Service) the Citywide and any agency-specific acknowledgement form(s) regarding Fleet rules. No City vehicles should be driven by unauthorized drivers who have not yet signed the required forms.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-03-31T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS with the lists of agency vehicle assignments, take-home vehicles, authorized drivers, vehicles used by on call emergency responders, and fuel card users. NYCFleet-DCAS should also be notified of any significant interim changes. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All ATCs are required to report to their Inspector General any significant vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2019-01-01T00:00:00.000
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: All agencies/offices should provide annual updates to NYCFleet-DCAS detailing fleet violations (driving out of pre-determined parameter, fueling out of pre-determined parameter, unplugged devices, vehicle non-use, etc.) and measures taken to address the violations.
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: If an agency has a live-tracking system other than those which are managed by NYCFleet-DCAS, access must be shared with NYCFleet-DCAS. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2023-07-06T00:00:00.000
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Accepted
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: Agencies/Offices may not use Purchase Orders or credit cards for any fleet-related expenses without written authorization from NYCFleet-DCAS or in the event of an emergency. These expenses include but are not limited to: auto parts, repairs, maintenance, lights and sirens, and fuel. Fuel cards should explicitly be used to purchase fuel.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-08-01T00:00:00.000
DHS
Agency: DHS • Date Issued: 2017-12-27T00:00:00.000 • Acceptance Status: Practice Already in Place
Agency
DHS
Date Issued
2017-12-27T00:00:00.000
Recommendation
Citywide PPR: City employees should only have one assigned take-home vehicle, unless specific prior approval is granted and documented by NYCFleet-DCAS. If pool vehicles are assigned to a supervisor, vehicle usage should be appropriately documented for the driver(s).
Acceptance Status
Practice Already in Place
Implementation Status
Practice Already in Place
Date Implemented
2018-01-26T00:00:00.000
Agency Reported Status
Agency self-reported practice already in place
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All on-road City vehicles, take-home vehicles, car share, and long-term rentals – regardless of the agency/driver – should have telematics with real-time Automatic Vehicle Location (AVL), unless specific exemption is granted by the Mayor’s Office. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
If an AVL device is missing or disconnected, City agencies/offices should resolve the issue and report to NYC Fleet-DCAS within one week, or the vehicle assignment could be reassessed. Vehicles with reoccurring disconnections may be reallocated to another City agency. NYCFleet-DCAS will notify DOI regarding all illegitimate disconnects.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
Business justification and the name of the driver need to be documented for all vehicle trips, especially if the vehicle is taken out of state and/or utilized off-duty.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
City employees should only have one assigned take-home vehicle, unless specific prior approval is granted and documented by NYC Fleet-DCAS. If pool vehicles are assigned to a supervisor, vehicle usage should be appropriately documented for the driver(s).
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
Agency Transportation Coordinators, or their designee, must be tasked with ensuring that all vehicles with telematics (whether in use or not in use) are online and tracked on a monthly basis. At least one Commissioner-designated individual per agency should get access to telematics to regularly monitor alerts once real-time AVL has been installed in agency vehicles.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All agencies/offices should review their respective Fleet rules and regulations, and update annually and as necessary for significant interim changes. These forms should also be provided to NYCFleet-DCAS. For all City agencies/offices that use car share and/or EZ Pass, the ATC should audit the monthly usage and bills for mileage/weekend use, etc. City agencies/offices must have a clear policy on permitted EZ Pass usage, including commuting. Disciplinary actions must be taken as necessary for vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All agencies/offices Payroll units, in conjunction with the ATC, should conduct a thorough audit to ensure compliance with the Federal rules for filing tax fringe benefits by both the agency and individual drivers.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All agencies/offices should maintain up-to-date lists of fleet-related information, including but not limited to: agency vehicle assignments, authorized drivers and their respective driver’s licenses, take-home vehicles, vehicles used by on call emergency responders, fuel card users, EZ Pass assignees, Parking Placard assignees, Defensive Driving Course completion dates, and Taxable Fringe Benefit forms. All City agencies/offices that permit personal vehicle usage should also maintain up-to-date lists of fleet-related information, including but not limited to: registration, insurance, inspection, and mileage.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
ATCs should require all Authorized Drivers to sign (either hard copy or electronically via Employee Self Service) the Citywide and any agency-specific acknowledgement form(s) regarding Fleet rules. No City vehicles should be driven by unauthorized drivers who have not yet signed the required forms.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All agencies/offices should provide annual updates to NYCFleet-DCAS with the lists of agency vehicle assignments, take-home vehicles, authorized drivers, vehicles used by on call emergency responders, and fuel card users. NYCFleet-DCAS should also be notified of any significant interim changes. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All ATCs are required to report to their Inspector General any significant vehicle misuse.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
All agencies/offices should provide annual updates to NYCFleet-DCAS detailing fleet violations (driving out of pre-determined parameter, fueling out of pre-determined parameter, unplugged devices, vehicle non-use, etc.) and measures taken to address the violations.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
NYCHA
Agency: NYCHA • Date Issued: 2017-12-28T00:00:00.000 • Acceptance Status: Accepted
Agency
NYCHA
Date Issued
2017-12-28T00:00:00.000
Recommendation
If an agency has a live-tracking system other than those which are managed by NYC Fleet-DCAS, access must be shared with NYCFleet-DCAS. Due to security precautions, Law Enforcement Agencies that conduct criminal investigations will continue to monitor their respective fleets.
Acceptance Status
Accepted
Implementation Status
Yes
Date Implemented
2018-10-24T00:00:00.000
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