Presentation on theme: "Fuel Card Fraud Analysis"— Presentation transcript:
1Fuel Card Fraud Analysis A real example of how an employee allegedly stole from the Colorado Department of Transportation.
2PresentersReza Akhavan—CDOT Regional Transportation Director for Region 6 (Denver)Sabrina Hicks—CDOT Employee Relations/LegalAgent Tim Martinez—Colorado Bureau of InvestigationsAgent Ralph Gagliardi—Colorado Bureau of InvestigationsJoe Morales—Denver Chief Deputy District Attorney
3Background-Fuel Cards Fuel Cards are assigned to specific vehicles.Each employee has a unique 4-Digit PIN number that they are required to enter at the fuel pump.Employees were not required to reconcile fuel charges.Most employees did not keep receipts when making fuel purchases.Fuel charges were monitored at a high-level, by comparing actual charges to budgeted amount.CDOT Vehicles include all maintenance vehicles.State Fleet Vehicles include all motor pool vehicles.Separate accounts for State Fleet and CDOT vehicles.
4Background--Region 6 Covers the greater Denver metro area. Maintains 3,850 number of road miles.Has approximately 247 number of Maintenance Workers.Spends approximately $1,220,700 on fuel annually.
5How Region 6 Discovered The Fraud June/July 2009Region 6 received a new tandem/axel truck.Maintenance employees contacted supervisor asking where the fuel card for the new vehicle was.Supervisor knew the fuel card was already put into the vehicle, so Supervisor started checking the activity on the card.Supervisor noted the card had approximately $8,000 worth of charges.Supervisor cancelled the card and issued a new card to the vehicle.
6How Region 6 Discovered The Fraud July/August 2009Following the incident, Supervisor started reviewing how fuel cards were working.Supervisor noticed various abnormalitiesIncorrect card associated with vehicleOne card used to fuel multiple vehiclesPeople sharing PIN numbersSupervisors worked with employees to correct behavior.
7How Region 6 Discovered The Fraud January 2010State Fleet notified CDOT regarding one specific PIN being used for too many charges on a State Fleet Vehicle (non-maintenance vehicle).CDOT Fuel Card Administrator notified Regions of this issue.Region 6 Supervisor started reviewing Region 6 Maintenance fuel purchases and noticed several transactions for purchases in excess of 100 gallons.Region 6 Supervisor noticed a trend—only certain cards were being used for purchases in excess of 100 gallons.Region 6 contacted CDOT Employee Relations/Legal.
8CDOT Employee Relations/Legal When Employee Relations/Legal (ER/L) was contacted by the Region, ER/L staff coordinated with the Region to form an initial plan of action. This included:Contacting internal CDOT AuditContacting the CBICoordinating a meeting with Audit and CBI to present information and assign duties specific to ER/L, Audit, the Region, and CBIContacting upper CDOT management to advise of issue and need for investigation and continuing this as neededContacting CDOT Public Relations to provide a “heads up” regarding potential media concernsContacting the Office of the Attorney General regarding potential (and eventual) issue of employee participation in the commission of a crime.
9Colorado Bureau of Investigation CDOT Fuel Theft Investigating Case AgentsAgent Tim Martinez, CFEAgent-in-Charge Ralph Gagliardi, CFE
10Colorado Bureau of Investigation February 10, Colorado Bureau of Investigation (CBI) was contacted by the Colorado Department of Transportation (CDOT) regarding a diesel fuel theft.CDOT supervisor discovered “Suspicious fuel card purchases”CDOT had multiple vehicles (fuel cards) being used including dump trucks and other equipment like a hand compactor.CDOT had information (from gas station video) indicating suspect(s) were utilizing a white truck with an auxiliary fuel tank mounted on its bed – not a CDOT vehicle.
11CDOT Provided Information to CBI Fuel card and procedural information.Spreadsheets indicative of what CDOT had learned thus far relative to the fuel theft.The spreadsheets included:Dates, times, amounts, locations of purchase, equipment numbers the particular fuel card(s) were assigned to as well as their various CDOT Regions (i.e. card or equipment assigned to Denver Metro area or other outlying regions.)Approximately $40,000 a month being lost in fraudulent fuel purchases – from approximately January 2009.
12CDOT Provided Information to CBI CDOT spreadsheets used to indentify suspects (very helpful).They allowed investigators to know:When / wherePatterns of suspect(s)Amounts purchasedCollect surveillance video from other fuel purchases
13Partnerships Developed Partnerships needed to be made in order to be successful in apprehending those responsible.CDOTAuditors, state fleet, administrationWright ExpressFuel credit card issuer – Had real time dataDistrict Attorney’s Office - Denver DA’s OfficeFind the right judicial district that could prosecute and assist with the investigation
14March 1, 2010 – Pretext traffic stop of suspect vehicle External Fuel TankExternal Fuel TankMarch 1, 2010 – Pretext traffic stop of suspect vehicleUtilizing patterns of the suspect(s) from spreadsheets, CBI surveilled one such “Frequent stop” and identified a white flatbed truck with external fuel tanks.Denver PD assisted with a PRETEXT Traffic Stop.
15Pretext Traffic Stop Identified: J. Asuncion Aguirre-Barron Fernando Ibarra-Gonzalez,
16Residence of - J. Asuncion Aguirre-Barron & Fernando Ibarra-Gonzalez Raleigh Street – Westminster COFuel truck
17Surveillance of Suspects CBI surveilled the suspects and developed their routine in an attempt to identify the CDOT link.Suspects purchase thousands of gallons of diesel fuel at numerous metro area gas stations. Start fuel purchases at 10am and end at around 10pm - on most week days.Suspects(s) off loaded fuel at multiple locations and into multiple semi trucks parked at truck stops.
18March 4, 2010 – Suspects purchasing and offloading fuel
19CDOT Fuel Card Example Red colored State Seal Embossed Front Magnetic stripe & printing on reverse side
20Surveillance captures credit card used March 8, 2010 – Surveillance captures Blue hand written numbers noted on cardBlank / White Credit CardBlue Writing on CardTypical CDOT card!
25Arrest & Search Warrants March 25, 2010 CBI, Denver District Attorney’s Investigator and ICE Agents execute several arrest & search warrants for suspects, their respective residences and vehicles.Evidence collected in the search warrants included:White credit cards (blank)PIN #’s – related to CDOT fuel cardsCashReceipts – related to diesel fuel purchases with Wright Express credit cardsCredit Card SkimmerComputers
26Seized during Search Warrant PIN NumbersBlue Writing on Blank Credit Card
27Credit Card Skimmer / Mag Stripe Reader attacheded to Lap Top Search WarrantCredit Card Skimmer / Mag Stripe Reader attacheded to Lap Top
28Criminal Charges Suspects charged with crimes including: Colorado Organized Crime Control Act (COCCA)TheftConspiracyEmbezzlement of Public PropertyComputer CrimeUnauthorized Use of Financial Transaction Device
32Total Dollar LossIn the end, one CDOT employee and two outside individuals are charged with stealing approximately $451,816 in the course of one year (March 2009-March 2010).Luckily, CDOT recovered all but $1,000 from the State’s insurance policy.
33Improved Internal Controls Implement improved Wright Express Platform that will offer better reporting capabilities of fuel purchases.Implement 6-Digit PIN numbers instead of 4-Digit PIN numbers.Limit the number of employees with a PIN number.Implement “guest PIN’s” if employee needs to take a car on a limited basis.Region 6 has piloted a process for reconciling fuel charges. This process will be rolled out to include all CDOT fuel purchases.
34Fuel ReconciliationTM I’s keep a fuel log of all fuel purchased during the week. Receipts are stapled to this log.TM III’s review the log to determine if all receipts are included and if purchases seem reasonable.On a monthly basis, TM-III’s receive report out of Wright Express with all fuel purchases made by their staff during the month.TM III’s reconcile report to the fuel logs. Documentation kept for 6 months.If the reports reconcile, the TM III sends an to the LTC Ops stating the review has been completed and no issues were noted.
35Fuel Reconciliation--Continued If reports do not reconcile, TM III investigates furtherLTC Ops selects a random sample of transactions and verifies the reconciliation occurred and reviews supporting documentation.LTC Ops notifies Maintenance Superintendent that the reconciliation has been completed.
36Other Fuel Fraud Schemes ID Theft & Credit Card FraudObtain credit card numbers for fuel purchasesArmenian and Cuban GroupsHighly sophisticatedHidden auxiliary fuel tanks in ¾ ton trucksAwareness forLaw Enforcement andFinancial Fraud Groups