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HomeMy WebLinkAboutReso 03-2017 (16-940)File Number: 16-940 Enactment Number: RES 03-2017 POLICY AND ESTABLISHING A FRAUD HOTLINE FOR THE CITY OF SOUTH SAN FRANCISCO. 11111� Mr, OWN I IV OW,1111" I -AI-"j-, NIP OYVVPJ I -V PWWW any other actions deemed necessary to carry out the intent • this Resolution and which do not materially alter • increase the City's obligations thereunder. City of South Son Francisco Page 1 Fite Number. 16 -940 Enactment Number. RES 03 -2017 At a meeting of the City Council on 1/11/2017, a motion was made by Mark Addiego, seconded by Liza Normandy, that this Resolution be approved. The motion passed. Yes: 4 Vice Mayor Normandy, Councilmember Matsumoto, Mayor Gupta, and Councilmember Addiego Absent: 1 Councilmember Garbarino Attest b %arg , re 'o•- City of South San Francisco Page t r! The City of committed to protecting its revenue, property, and other assets. The City will not tolerate any misuse or misappropriation of a committed to the highest possible standards of transparency, honesty, and accountability in all of its affairs. The purpose of the Fraud Prevention, # Investigation Policy is to provide communication and guidance to employees when fraud, waste, or abuse of City assets is suspected. 0 4 4 • Misappropriation funds • Impropriety in the handling or reporting of money or financial transactions; • Obtaining City equipment, • Stealing or removing City assets; • Using City or M City business; and/or • Accepting or seeking anything of material value from contractors, vendors or persons providing services/materials or acting in any matter that creates a conflict of interest. In addition 4 fraud and policy also applies to any employee breach of City-wide Policies and Administrative Instructions which creates a significant waste of City resources. For the purposes of this policy, waste is defined as any needless, careless, extravagant or unnecessary expenditure of City resources and property By way of illustration, examples of waste include but are not limited to: Unnecessary nd s to purchase supplies or ,, n unnecessary Creating overtime; related Making business travel arrangements that violate w Policy and Reimbursement of Expenses Vj II * Requesting staff to perform personal errands or other work for personal benefit; * Using one's position in the City to gain advantage when conducting personal business with another City department; * Receiving favors for awarding contracts to certain vendors; * Failure to report damage to City equipment or property. Employees wno Me unsire as Yu- iar I sie,-olr-aulse are IVA 'zAj Ate W OL ITfl; ri. TANA� Yr. M waste to any of the following: • Their supervisor and/or department director • Human Resources • The City Manager's Office • City Attorney's Office • T1 e Co-tVe-ctial Fraud Preve-titiot Hotline Employees are not required to follow "the chain of command" when reporting potential fraud, waste,w abuse and should report concerns to any of the above mentioned to ensure proper review and investigation are conducted. 0 - 0 A iiiIIIIIIII!IIII : l I : I'll:I!,il i : jiil!!� 1 ff'717111 WIN So"M 1110 [06 YMAffill MmIm each department, and establish controls and procedures designed to eliminate the likelihood of fraud. Supervisors and managers should review this policy with employees at least annually to demonstrate proactive measures to identify and prevent fraud. To anonymously report suspected fraud, abuse, or waste call o �m The call will go to a voicemail that will be monitored by the Human Resources Department. During the initial review of a call received on the Fraud Prevention Hotline, the Human Resources Department shall hold in confidence information disclosed, including the identity of the caller disclosing the information and the parties identified by the caller. information provided, the easier it will be to follow-up on the allegations. allegation: • What happened and why you think it is/was wrong • When and where the incident happened and if anyone else witnessed or know it happeneI • The department impacted and the people involved; and • Any documentation or other evidence you have or know of INVESTIGATION OF REPORTS O THE FRAUD PR E 30N HOTLINE Any investigation » ; pursuant y this policy shall »e kept confidential a , the extent permitted under law. In any event, the identity of the individual or individuals reporting the improper government and the »4»« «e w or employees shall »> kept confidential . the full extent under law. Pending investigatiow and Investigation results shall ». : <-£ d »a »r discussed with anyone other than those 'who have a legitimate need to know. Mee 44KOY as& ■MOMr «w :.a w :... . ", .:, ,.0, . «, « « ? §Q« 2© �«. the Human Resources Director, z » «�»xartasa potential ethics 91