Michigan Dept. of Trans. failed to monitor 29% of sampled vehicle logs — audit

The Michigan Department of Transportation did not monitor 29% of sampled vehicle logs for its internal fleet of vehicles, according to a new audit of the department’s transportation systems division by the Michigan Auditor General.

The audit flagged one “material condition” — the most severe failing — and three “reportable” conditions.

The transportation division monitors performance metrics for state-owned and leased vehicles. It also performs oil changes, fluid level checks, and tire pressure checks.

The state’s Department of Transportation failed to monitor 29% of sampled vehicle logs.

“MDOT policy did not ensure vehicle travel logs were reviewed and maintained for all vehicles,” the audit said. “Without reviewing travel logs, MDOT cannot ensure the vehicles were used for State business.”

In a sample of light-duty to medium-duty vehicles, the agency didn’t have a travel log and vehicle assignment verification form for 35 of 54 samples, or 65%.

The department should improve its process for recording vehicle usage, the audit said. The department also failed record light-duty vehicle usage properly in the Statewide Integrated Governmental Management Applications for 12 of 44 vehicles (27%) in fiscal year 2023.

“For the 12 vehicles, 15,631 usage hours were not reported, resulting in at least $10,742 of underreported vehicle charge usage,” the audit said.

Vehicle use was underreported for 12 of 44 light-duty vehicles and five of 25 medium and heavy-duty vehicles.

The auditor's third finding reviewed preventative maintenance documentation for winter 2022-23, spring 2023 and winter 2023-24.

Preventative maintenance wasn’t completed in a timely fashion for 20% (828) of 4,047 vehicles. The missed services ranged from 16 days to 26 years overdue.

The transportation agency said it didn’t always maintain service records.

The average number of miles per vehicle is 88,513 as of June 12, 2024, across 2,269 vehicles, the audit said.

The transportation agency manages 2,956 vehicles and equipment. That figure includes aerial equipment, snowmobiles, forklifts, excavators, message boards, mowers, tractors and snowplows.

The agency said it is reviewing its travel logs and procedures and will update them by Sept. 30, 2025.