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Whistle-blower Program: recommendations

Whistle-blower Program: recommendations

A component of each Whistle-blower investigation is, where possible and appropriate, to determine underlying causes of procedural failure or control weakness leading to a concern being reported. Recommendations are raised to the attention of Management with a view that, if implemented, these corrective actions would mitigate opportunity for similar activities to reoccur. Recommendations are made based on the concern or issue reported and are not limited to substantiated allegations.


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  Category of Concern Nature of Allegation Conclusion and Corrective Action
​Q2-2017 ​HR, Diversity and Respectful Workplace ​It was alleged that an employee was abusing Sickness & Accident benefits by traveling out of country without claiming vacation time. ​The Whistle-blower Program’s investigation substantiated the employee’s travel, however, did not substantiate intentional wrongdoing.

The investigation determined that the employee provided a supervisor and Return to Work Coordinator with timely notification of the intent to travel; however, the employee was not instructed to notify the City’s benefits insurer. The breakdown in process and communication resulted in the employee receiving Sickness & Accident benefits rather than utilizing available vacation time.

As a result of the investigation corrective action was taken. The employee repaid to The City the value of the benefits received during the vacation period, and the employee’s vacation records were corrected. In addition, Management undertook to increase awareness of the procedure and necessity for accurate time records and clear communication regarding an employee’s obligation to contact the insurer for any travel during medical leave.

Q1‑2017

Misuse, Misappropriation of City Assets

It was alleged that (1) an employee authorized to operate a 24 hour/Special Purpose Vehicle was not completing required travel logs; and (2) an employee was not being assessed applicable taxable benefit income by The City.

The Whistle-blower Program’s investigation substantiated both allegations, however, did not substantiate intentional wrongdoing.

As a result of the investigation corrective action was taken. The employee was provided coaching regarding proper recording procedures necessary for the use and operation of a 24 hour/Special Purpose Vehicle. In addition, appropriate adjustments were made to ensure correct allocation of employee taxable benefit income for prior and ongoing use of the vehicle.

Q1‑2017

Misuse, Misappropriation of City Assets

It was alleged than an employee was utilizing City time and resources to further a private business interest.

The Whistle-blower Program’s investigation substantiated the allegation.

As a result of the investigation corrective action was taken. The employee was provided coaching. In addition, increased supervision oversight and monitoring has occurred to support employee’s compliance with the Acceptable Use of City Technology Resources Policy.

Q1‑2017

Misuse, Misappropriation of City Assets

It was alleged that (1) an employee acting in the capacity of hiring manager selectively recruited candidates during employment competitions; and (2) an employee was utilizing City time and resources in a manner not in alignment with the Acceptable Use of City Technology Resources Policy.

The Whistle-blower Program’s investigation determined the allegation raised in relation to hiring practices was not substantiated.

The investigation substantiated the allegation regarding inappropriate the use of City time and resources.

As a result of the investigation corrective action was taken. The employee was provided coaching regarding acceptable use of the internet. In addition, increased monitoring of the employee’s internet activity has been implemented to ensure ongoing compliance with the Acceptable Use of City Technology Resources Policy.

Q1‑2017

Misuse, Misappropriation of City Assets

Business Integrity

It was alleged that (1) on an ongoing basis, an employee left a designated work area prior to the completion of a scheduled shift; and (2) a second employee facilitated the activity through manipulation of time entry records.

The Whistle-blower Program’s investigation substantiated the allegation involving the employee’s early departure from a work area without approval.

As a result of the investigation corrective action was taken. The employee received discipline in the form of a letter of expectation. In addition, the Supervisor has increased monitoring of workplace attendance to support the employee’s compliance with the Labour Relations policy.

The investigation determined the alleged falsification of time records by an employee was not substantiated.

At the recommendation of the Whistle-blower Program, Management undertook to reinforce controls related to the time entry system and ensure alignment between access privileges and an employee’s role and job function.