**Spot-Check Uncovers Serious Flaws in Carmarthenshire Council Staff Expenses and Payroll Controls**
A recent internal audit at Carmarthenshire Council has exposed a string of questionable expense claims and inconsistencies in overtime payments, raising concerns about the effectiveness of the council’s financial controls and staff oversight. The details, presented to the council’s governance and audit committee, suggest that tighter measures may be needed to restore public confidence in the management of taxpayers’ money.
Among a sample batch of 20 mileage claims reviewed, auditors highlighted that seven included home-to-office or depot mileage—journeys not eligible for reimbursement under council policy. Additionally, the investigation uncovered that seven out of those 20 claims were, in fact, duplicated submissions. This implies either a widespread failure to understand expenses guidance or potentially more intentional attempts to exploit weaknesses in the current system.
Elsewhere in the audit, significant further issues came to light. Of another 20 mileage claims checked, half lacked supporting documentation or valid VAT receipts. The auditors also reviewed 20 claims for food and drink and found three entirely without receipts or supporting paperwork. In one other claim, auditors were unable to verify the details at all, as the relevant manager failed to respond to their enquiries. Notably, it was revealed that the council’s current IT system does not support attaching receipts to travel claims, adding another layer of complexity and risk.
Councillor Kim Broom voiced concern over the recurring issue of home-to-office mileage being inaccurately claimed. “Either the message is not getting through, or people are realising they can get away with it,” she remarked during committee discussions. Broom urged that staff must be firmly reminded of the correct procedures, reinforcing the need for robust communication and enforcement of expense policies.
Chris Moore, the council’s director of corporate services, acknowledged the shortfall in managerial oversight. “Managers should be checking claims before they go through,” he said, agreeing with concerns that checks within the system were demonstrably not working. This exchange highlighted growing unease within the committee about the adequacy of existing safeguards and the onus on managers to detect and prevent errors or misuse.
As a result of their findings, the audit team issued six recommendations aimed at tightening expenses procedures and clarifying guidance for both staff and managers. Reminders reiterating council policies have since been distributed to relevant personnel, although some committee members doubted whether this would alone be sufficient to drive meaningful change.
The audit went further, examining council payroll processes, where a previous recommendation for a council-wide directive on overtime claims approval was found to remain unimplemented. Among ten overtime payments sampled, one lacked a required officer signature, while another had resulted in an underpayment. Auditors also discovered that, in four out of ten cases, additional “market supplement” payments were either unauthorised or incorrectly paid for shifts not worked. Alarmingly, two significant overpayments—together totalling over £3,200—were identified, attributed to delays in processing staff departures or role changes.
Lay committee member Julie James expressed disappointment that longstanding recommendations regarding the overtime protocol had not yet been acted upon. She and committee chairman David MacGregor both cast doubt on the effectiveness of circulating reminders via internal newsletters, characterising this approach as “weak” and “sloppy”. MacGregor insisted that, if compliance did not improve, stronger action would have to follow, perhaps involving direct follow-ups with staff.
Responding to these issues, a payroll officer stated that a draft overtime policy document had been prepared and could be formally established in the coming months. Further, she emphasised that management staff receive systems training and noted that other means, beyond newsletters, exist for reinforcing policies.
This episode serves as a reminder of the ongoing challenges faced by public sector organisations in ensuring rigorous oversight of expenses and payroll processes. As Carmarthenshire Council contemplates how best to rectify these failings, many will be watching closely to see what steps are taken to prevent further misuse of public funds.