Identifier
Created
Classification
Origin
09STATE61456
2009-06-15 14:04:00
UNCLASSIFIED
Secretary of State
how-toVZCZCXRO8928 RR RUEHAG RUEHAO RUEHAP RUEHAST RUEHAT RUEHBC RUEHBI RUEHBL RUEHBZ RUEHCD RUEHCHI RUEHCI RUEHCN RUEHDA RUEHDBU RUEHDE RUEHDF RUEHDH RUEHDT RUEHDU RUEHED RUEHEL RUEHFK RUEHFL RUEHGA RUEHGD RUEHGH RUEHGI RUEHGR RUEHHA RUEHHM RUEHHO RUEHHT RUEHIHL RUEHIK RUEHJO RUEHJS RUEHKN RUEHKR RUEHKSO RUEHKUK RUEHKW RUEHLA RUEHLH RUEHLN RUEHLZ RUEHMA RUEHMC RUEHMJ RUEHMR RUEHMRE RUEHMT RUEHNAG RUEHNEH RUEHNG RUEHNH RUEHNL RUEHNP RUEHNZ RUEHPA RUEHPB RUEHPD RUEHPOD RUEHPT RUEHPW RUEHQU RUEHRD RUEHRG RUEHRN RUEHROV RUEHRS RUEHSK RUEHTM RUEHTRO RUEHVC RUEHVK RUEHYG DE RUEHC #1456 1661425 ZNR UUUUU ZZH R 151404Z JUN 09 FM SECSTATE WASHDC TO ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVE RUEHTRO/AMEMBASSY TRIPOLI 7832
UNCLAS STATE 061456
SIPDIS
FOR COMS AND DCMS FROM UNDER SECRETARY FOR M PAT KENNEDY
E.O. 12958: N/A
TAGS: ATRN AMGT AFIN KSEP
SUBJECT: MOTOR VECHICLE INVENTORIES
REF: A) 2008 STATE 118457
UNCLAS STATE 061456
SIPDIS
FOR COMS AND DCMS FROM UNDER SECRETARY FOR M PAT KENNEDY
E.O. 12958: N/A
TAGS: ATRN AMGT AFIN KSEP
SUBJECT: MOTOR VECHICLE INVENTORIES
REF: A) 2008 STATE 118457
1. SUMMARY. This is an action telegram. As part of your
preparations for your August 2009 annual Chief of Mission
Statement of Assurance regarding management controls at your
post, Chiefs of Mission and senior post management officers
are asked to review motor vehicle inventories for accuracy,
and to take steps to ensure that such inventories are updated
within three working days of any inventory-related event in
order to maintain them current. END SUMMARY.
2. Last November, I wrote to you about the need to update
your motor vehicle inventory records and to ensure that all
vehicles physically present at your post are accurately
recorded in the ILMS inventory of motor vehicles. I am pleased
to recognize that nearly all posts certified their inventories
this year by the March 15th deadline, and that within weeks
after the deadline, all posts worldwide had complied with this
requirement. I know that many posts expended considerable
effort to ensure that their inventories were accurate.
3. I am writing today to urge you to continue to accord high
priority to ensuring that those inventories remain accurate
going into the future. The ILMS inventories are audited
quarterly, and the status of vehicle entries is monitored by
both RM and MV. The accuracy of vehicle inventories is also a
consideration in your annual Chief of Mission Statement of
Assurance regarding management controls at your post,
submitted in support of the Secretary?s own statement in
compliance with the Federal Managers Financial Integrity Act.
The accuracy of those statements is of special interest to me,
the OIG, and our external auditor.
4. Maintaining accurate motor vehicle inventories requires
entering all events affecting those inventories (procurement,
receipt, putting into service and disposal) within three
working days of the time they occur. It also requires ensuring
that all, repeat all, State-managed motor vehicles at post,
regardless of origin, be entered into inventory. At this
point, there should be no ?ghost? or ?grey? vehicles in your
fleets. I ask you to again review your fleet inventory records
to make sure that any vehicles not previously entered are
entered into inventory now.
5. As part of monitoring the inventory, RM regularly flags
records of vehicles entered into the inventory late. Late
recording of vehicles will impact the accuracy of the
Department?s inventory of capitalized assets which in turn
affects the accuracy of our financial statements. I was
concerned to note that during the first and second quarters of
this fiscal year, the number of such records flagged by RM
increased over the previous year. The best possible
explanation, which I hope is correct, is that the increase
reflects post efforts to enter into inventory vehicles which
had been left out, and that the next quarter - being the first
quarter after all posts certified their inventories ? will
show a decrease in such records.
6. In my last ALDAC on this issue I noted that failure to
comply with these requirements carried consequences, including
delayed vehicle replacements, declined offshore procurement
authorization requests and withholding of Regional Bureau
annual program equipment allocations in amounts equal to the
value of the vehicles involved. I hope you share my desire to
create a management environment in which such consequences
will not be necessary.
7. Any questions regarding your inventory requirements should
be directed to A/LM/OPS/SL/MV, by email to
motorvehicleprogram@state.gov. This email address can be used
to contact all MV staff. MV Branch Chief Daniel M. Hirsch can
be reached by phone at 703-875-6108 (cell phone - 1-571-214-
0307)or by email at Hirschdm@state.gov.
8. Minimized considered.
CLINTON
SIPDIS
FOR COMS AND DCMS FROM UNDER SECRETARY FOR M PAT KENNEDY
E.O. 12958: N/A
TAGS: ATRN AMGT AFIN KSEP
SUBJECT: MOTOR VECHICLE INVENTORIES
REF: A) 2008 STATE 118457
1. SUMMARY. This is an action telegram. As part of your
preparations for your August 2009 annual Chief of Mission
Statement of Assurance regarding management controls at your
post, Chiefs of Mission and senior post management officers
are asked to review motor vehicle inventories for accuracy,
and to take steps to ensure that such inventories are updated
within three working days of any inventory-related event in
order to maintain them current. END SUMMARY.
2. Last November, I wrote to you about the need to update
your motor vehicle inventory records and to ensure that all
vehicles physically present at your post are accurately
recorded in the ILMS inventory of motor vehicles. I am pleased
to recognize that nearly all posts certified their inventories
this year by the March 15th deadline, and that within weeks
after the deadline, all posts worldwide had complied with this
requirement. I know that many posts expended considerable
effort to ensure that their inventories were accurate.
3. I am writing today to urge you to continue to accord high
priority to ensuring that those inventories remain accurate
going into the future. The ILMS inventories are audited
quarterly, and the status of vehicle entries is monitored by
both RM and MV. The accuracy of vehicle inventories is also a
consideration in your annual Chief of Mission Statement of
Assurance regarding management controls at your post,
submitted in support of the Secretary?s own statement in
compliance with the Federal Managers Financial Integrity Act.
The accuracy of those statements is of special interest to me,
the OIG, and our external auditor.
4. Maintaining accurate motor vehicle inventories requires
entering all events affecting those inventories (procurement,
receipt, putting into service and disposal) within three
working days of the time they occur. It also requires ensuring
that all, repeat all, State-managed motor vehicles at post,
regardless of origin, be entered into inventory. At this
point, there should be no ?ghost? or ?grey? vehicles in your
fleets. I ask you to again review your fleet inventory records
to make sure that any vehicles not previously entered are
entered into inventory now.
5. As part of monitoring the inventory, RM regularly flags
records of vehicles entered into the inventory late. Late
recording of vehicles will impact the accuracy of the
Department?s inventory of capitalized assets which in turn
affects the accuracy of our financial statements. I was
concerned to note that during the first and second quarters of
this fiscal year, the number of such records flagged by RM
increased over the previous year. The best possible
explanation, which I hope is correct, is that the increase
reflects post efforts to enter into inventory vehicles which
had been left out, and that the next quarter - being the first
quarter after all posts certified their inventories ? will
show a decrease in such records.
6. In my last ALDAC on this issue I noted that failure to
comply with these requirements carried consequences, including
delayed vehicle replacements, declined offshore procurement
authorization requests and withholding of Regional Bureau
annual program equipment allocations in amounts equal to the
value of the vehicles involved. I hope you share my desire to
create a management environment in which such consequences
will not be necessary.
7. Any questions regarding your inventory requirements should
be directed to A/LM/OPS/SL/MV, by email to
motorvehicleprogram@state.gov. This email address can be used
to contact all MV staff. MV Branch Chief Daniel M. Hirsch can
be reached by phone at 703-875-6108 (cell phone - 1-571-214-
0307)or by email at Hirschdm@state.gov.
8. Minimized considered.
CLINTON