(September 26, 2014) This report presents the results of our self-initiated audit of the Management of Detail Assignments Follow-Up (Project Number 14RG010DP000). Our objective was to follow up on the U.S. Postal Service’s progress in managing detail assignments, associated travel costs, and consistency of detail assignment policies, based on recommendations made in our audit of Management of Detail Assignments (Report Number DP-AR-13-006, dated May 23, 2013).

A detail assignment is the temporary placement of a career employee in another established position that is vacant or from which the incumbent is absent. Detail assignments are made only for the shortest period necessary and may be used to meet emergencies caused by abnormal workload, a change in mission or organization, or unanticipated absences. A career employee temporarily assigned to a higher-grade position must perform the primary or core duties and be directed to assume the major responsibilities of the higher-grade position to be eligible for higher-level pay. Candidates for detail assignments are chosen from the Postal Corporate Succession Planning program, other career development programs, and other local selection panels as necessary.

The OIG issued Management of Detail Assignments (Report Number DP-AR-13-006, dated May 23, 2013). Our report disclosed that the Postal Service did not effectively manage detail assignments. Specifically, the Postal Service did not ensure compliance with detail assignment policies and was unable to identify who was on detail and the associated travel costs. Additionally, the Postal Service did not have consistent policies for detail assignments pertaining to justification and approval. As a result, the Postal Service spent about $34 million annually or $68.8 million during a 2-year period on travel for detail assignments that were not properly supported. We recommended the chief Human Resources officer and executive vice president, in conjunction with the chief financial officer and executive vice president, designate overall responsibility for managing detail assignments and associated travel costs to an appropriate functional area to ensure detailed assignment compliance, effectiveness, and efficiency; and the controller update detail assignment policies to ensure they are consistent. Management agreed with the recommendations.

What The OIG Found
While the Postal Service areas have the ability to manually monitor detail assignments, the areas and headquarters do not have a comprehensive tracking system. Specifically, cost issues have precluded Employee Resource Management from obtaining an automated employee detail assignment tracking system.

Inconsistent Policies
Inconsistencies remained in Postal Service detail assignment policies. In our previous audit, we found the Postal Service did not have consistent policies for detail assignments pertaining to justification and approval. Management took corrective actions but inconsistencies remained. Specifically, the detail assignment justification instructions in Handbook EL-312 did not match those in Handbook F-15. The corporate personnel manager believed our recommendation that detail assignment policies be made consistent pertained only to detail approval and not detail assignment justification. On August 7, 2014, management updated the justification policy in Handbook EL-312 to match Handbook F-15. Based on the actions taken, we are not making a recommendation. Without centralized oversight of detail assignments, it is difficult to determine if assignments are justified and properly approved and evaluate the costs and benefits associated with detail assignments.

Corporate Personnel Management recorded from June through December 2013 about $17.8 million spent on travel related to detail assignments. However, there are no controls in place to validate that the amount is complete and accurate because management is unable to determine if employees on a detail assignment are selecting the detail assignment dropdown field in the eTravel system as required by policy. Additionally, inconsistencies remain in Postal Service detail assignment policies.

The Postal Service plans to begin implementing a fully automated tracking system to track detail assignments and associated costs. The system will be phased in from 2015 to 2017.

What The OIG Recommended
We recommended the chief Human Resources officer and executive vice president implement an interim tracking system this fiscal year for detail assignments and associated travel costs, before phasing in the automated system by 2017.

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