Incident Reporting and Fraud (and FOIA) Dennis Swafford Analyst – Financial Management DOL - Chicago Regional Office

Incident Reporting Grantees are required to report the following activities through the DOL incident reporting system. –Fraud, misfeasance, nonfeasance or malfeasance –Misapplication of funds –Gross mismanagement and misconduct –Criminal activity –Waste

Known or Suspected Any known or suspected incidents of fraud, abuse or waste must be reported immediately.

Reporting Mechanisms DOL Hotline - Office of Inspector General Department's Incident Reporting System –DOL Incident Report Form DL (see handout) –DOL Office of Inspector General, Office of Investigations, Room S5514, 200 Constitution Avenue NW., Washington, DC 20210, or to the corresponding Regional Inspector General for Investigations, with a copy simultaneously provided to the Employment and Training Administration

Your own reporting procedures… Incidents can be reported and channeled through a state or local system In all cases, DOL must be notified

Incidents vs. Complaints The grantee must have a venue or mechanism to resolve allegations, complaints or disputes from –Grantees –Vendors –Participants –Third Parties or citizens –Employees (The grantee must also maintain formal appeals processes)

The Investigative Process  Submit report to agency to start a record  Agency OIG assigns investigative responsibility  Agency monitors investigation/prosecution  OIG & agency closeout

The Importance of Internal Controls

Where are the Soft Spots? 2006 ACFE Study –Govt. Cases Skimming 22% Cash larceny 19% Billing schemes 32% Payroll schemes 16% Expense reimbursement schemes 13% Check tampering 9% Register disbursement schemes 1% Non-cash assets 32% Corruption 33% Fraudulent statements 3% *Sums exceed 100% because some respondents indicated more than one fraudulent activity in a single case

Common Types of Public Corruption Fraud False claims Time & attendance Travel Bid rigging, sole sourcing Contract compliance violations Labor, environmental, and anti-kickback violations Improper cost allocation Double billing Unallowable costs Cross charging Simple theft

Initial Detection of Govt. Fraud Tips 48 % –(Employees 59%, Customers 19%, Vendors 12%, Anonymous 10%) Internal audit 32% By accident 14% Internal controls 11% External audit 6% Notified by police 1% *Sums exceed 100% because some respondents indicated more than one detection method

Criminal Penalties False Statements (18 U.S.C. § 1001) False Claims (18 U.S.C. § 287) Conspiracy to Defraud (18 U.S.C. § 371) Mail and Wire Fraud (18 U.S.C. §§ 1341 and 1343) Theft and Embezzlement (18 U.S.C. § 641) Computer Fraud (18 U.S.C. § 1030) Obstruction of Audit (18 U.S.C. § 1516) Bribery (18 U.S.C. § 201) Salary Supplementing (18 U.S.C. § 209)

Civil, Contractual, and Administrative Penalties Civil False Claims Act (31 U.S.C. § 3729): Forfeiture of Fraudulent Claims (28 U.S.C. § 2514): Contract Disputes Act (41 U.S.C. § 604): Procurement Integrity Act (41 U.S.C. § 423): Termination for Default FAR Findings of Irresponsibility: FAR 9.1 Suspension and Debarment: FAR 9.4 Program Fraud Civil Remedies Act (31 U.S.C. § 3801)

The False Claims Act Knowingly presenting (or causing to be presented) to the federal government a false or fraudulent claim for payment; Knowingly using (or causing to be used) a false record or statement to get a claim paid by the federal government; Conspiring with others to get a false or fraudulent claim paid by the federal government; or Knowingly using (or causing to be used) a false record or statement to conceal, avoid, or decrease an obligation to pay money or transmit property to the federal government.

Avoid Fraud Internal administrative standards/controls Internal financial standards/controls Put resources into internal monitoring Staff training (not just ethics training) Be wary of contractors who attempt to "buy" business. Careful procurement policy & procedure design. If you suspect that a contractor or any other party is offering a bribe, notify the OIG immediately. Immediate reporting is important for the following reasons: –An attempt to bribe a Government official is itself a crime. –Contractors whose bribe is rejected will sometimes falsely report that the employee "solicited" a bribe. –Refusal to accept a bribe, in itself, has no deterrent effect.

Freedom of Information Act Who is subject to FOIA? Who is responsible for FOIA? Releasable Material Release Timeframes Release Procedures Agency Responsible Official

Review Question

Question #1 When it was discovered that an employee embezzled WIA funds, the agency notified the local authorities and criminal charges were made. Prosecution and a conviction was made. When should DOL be notified? A. Never since the person was charged and convicted. B. At the time of sentencing as part of victim’s statement. C. At first suspicion of wrong doing.

Question #1: Answer When it was discovered that an employee embezzled WIA funds, the agency notified the local authorities and criminal charges were made. Prosecution and a conviction was made. When should DOL be notified? C. At first suspicion of wrong doing.

Thank you for your attention… Questions? Dennis Swafford Analyst – Financial Management DOL - Chicago Regional Office