Open Recommendations

Review all LSLRA reimbursements within the audit period (January 1, 2022 to May 31, 2023) to verify that the employees reimbursed were at the experience level 24 and below, per the CBA. Document the results and any deviations from the policy, including review and approval.

We recommend that the Executive Director notify and obtain approval from LSC for the purchase of 50 laptops exceeding $25,000.

We recommend that the Executive Director develop and implement a process for tagging capitalized property and equipment.

We recommend that the Executive Director conduct a physical inventory of capitalized property and equipment as soon as possible, document the results, and do so at least every two years.

Update and implement contracting policies to include the following: • requirements for sole source justification;• discouragement of automatically renewing contracts, when possible and if terms allow. If automatically renewing contracts are unavoidable, consider setting up automated reminders to periodically reevaluate contracts;• requirements for periodic re-competition of contracts, when appropriate; and• requirements for full documentation for each contract action, including the request for proposals, vendor selection and approval.

We recommend that the Executive Director implement a control to ensure only authorized cardholders have access to card information. In the event another staff member needs to use a credit card and the cardholder cannot make the purchase for them, adequate documentation should be maintained to show that the cardholder authorized the purchase and access to the card was limited.

We recommend the Executive Director update NJP’s written policies for credit cards to include, at a minimum, the following:• guidelines on personal use and disallowed charges;• guidelines on properly documenting any deviations from policy;• restrictions on cash advances and ATM withdrawals;• deadlines for providing supporting documentation;• procedures for cardholders to review and acknowledge credit and purchase card policies.

We recommend that the Executive Director document the complete cost allocation process including the adjustments made to arrive at the final allocations for indirect costs.

We recommend that the Executive Director enable distinct user access roles for the NJP accounting staff that are commensurate with their responsibilities to ensure adequate segregation of duties is maintained in the accounting software.

We recommend that the Executive Director implement a process requiring dated approvals prior to expenses being incurred.

We recommend the Executive Director establish a process to document advance approval for employee travel, and, if appropriate, set a threshold above which such approval must be documented and not only given verbally.

We recommend that the Executive Director develop policies to ensure the timely disposition of outstanding checks.

We recommend that the Executive Director ensure NJP’s Accounting Manual (and, if applicable, Personnel Manual) is updated to include the grantee’s processes surrounding the referenced criteria. This includes:• payroll procedure details,• roles/responsibilities,• frequency,• documentation requirements, and• review/approval requirements (including changes/adjustments).

OIG recommends that the Department of State’s Executive Secretary, or another official with delegated authority, finalize and sign the updated memorandum of agreement with the Department of Defense that governs noncombatant evacuations (previously titled “Memorandum of Agreement Between the Departments of State and Defense on the Protection and Evacuation of U.S. Citizens and Nationals and Designated Other Persons from Threatened Areas Overseas,” dated July 14, 1998) to memorialize the agencies’ arrangements for the collection, tracking, analysis, and sharing of evacuee data.

OIG recommends that the Department of State's Executive Secretary, or another official with delegated authority, finalize the "Memorandum of Understanding Between Defense Manpower Data Center (DMDC) and Department of State (State) for Non-Combatant Evacuation Operation Tracking System (NTS) Agreement Number: M2330" to improve noncombatant evacuation operation (NEO) data collection and sharing before, during, and after a NEO.

OIG recommends that the Department of State's Executive Secretary, or another official with delegated authority, finalize and sign the updated memorandum of agreement with the Department of Defense that governs noncombatant evacuations (previously titled "Memorandum of Agreement Between the Departments of State and Defense on the Protection and Evacuation of U.S. Citizens and Nationals and Designated Other Persons from Threatened Areas Overseas," dated July 14, 1998) to memorialize the agencies' arrangements for the collection, tracking, analysis, and sharing of evacuee data.

OIG recommends that the Department of State's Executive Secretary, or another official with delegated authority, finalize the "Memorandum of Understanding Between Defense Manpower Data Center (DMDC) and Department of State (State) for Non-Combatant Evacuation Operation Tracking System (NTS) Agreement Number: M2330" to improve noncombatant evacuation operation (NEO) data collection and sharing before, during, and after a NEO.

Rec. 6.a: The DoD OIG recommended that the Office for Diversity, Equity, and Inclusion Director update DoD Instruction 1020.03 and DoD Instruction 1020.04 to require DoD Components to have documentation and records retention policies that demonstrate compliance with the Instructions.

Rec. 6.b: The DoD OIG recommended that the Office for Diversity, Equity, and Inclusion Director update DoD Instruction 1020.03 and DoD Instruction 1020.04 to include procedures for dismissal of allegations.

Rec. 6.c: The DoD OIG recommended that the Office for Diversity, Equity, and Inclusion Director update DoD Instruction 1020.03 and DoD Instruction 1020.04 to include definitions for dismissed, substantiated, and unsubstantiated allegations, and evaluate the Instructions to determine any additional definitions that should be added.

Rec. 6.d: The DoD OIG recommended that the Office for Diversity, Equity, and Inclusion Director update DoD Instruction 1020.03 to include procedures for responding to allegations in which it is unknown whether the complainant is a Service member or anonymous allegations at DoD Components that are not Military Services.

Rec. 6.e: The DoD OIG recommended that the Office for Diversity, Equity, and Inclusion Director update DoD Instruction 1020.03 and DoD Instruction 1020.04 to include procedures that address harassment allegations processed through alternate procedures.

Rec. 7.a: The DoD OIG recommended that the Under Secretary of Defense for Personnel and Readiness designate an office of primary responsibility for allegations of retaliation by victims of sexual harassment.

Rec. 7.b: The DoD OIG recommended that the Under Secretary of Defense for Personnel and Readiness ensure that DoD Instruction 1020.03 is updated to identify the actions that commanders and supervisors are expected to follow when a complainant alleges sexual harassment and retaliation.

Modifies its Physical Protection Program so that it fully assesses the consequences of the loss of its critical assets; and