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Audit finds HR separation paperwork gaps, late pay for some hourly employees
Summary
An audit of the city’s employee separation process found missing or incomplete separation documentation, some delayed final pay to hourly employees in violation of NRS timelines, lingering active procurement cards for departed staff, and recommendations to tighten notifications to HR, improve the separation form, and coordinate with IT and finance.
Nancy Cardoza, senior internal auditor, presented the audit of the Human Resources employee separation process and told the committee the city had about 3,700 active employees and 935 separations in 2024. The audit examined compliance with the city’s separation policy and procedures, accuracy and timing of final payments under Nevada Revised Statutes (NRS), termination of benefits and IT system access, and procurement card deactivation.
Cardoza said auditors found missing or incomplete separation documentation in employee files and recommended updating and consolidating the separation clearance form into a single form for all employee classifications to improve uniformity and reliability. The audit concluded final payments to non‑hourly employees were generally timely, but that some hourly employees were not paid within NRS timelines: seven calendar days for voluntary separations and three days for involuntary separations. Cardoza said delays were typically the result of departments failing to notify HR promptly or HR processing delays.
On system access, Cardoza reported that Innovation and Technology (IT) generally terminates badge and active directory access appropriately, but many nonworking hourly employees retain badges during seasonal breaks. She said the absence of a policy addressing system access for nonworking hourlies creates a potential exposure and recommended HR work with IT to evaluate temporary deactivation or other mitigations.
The audit also identified three former employees whose procurement (P) cards remained active; auditors verified the cards had not been used since separation, finance was notified, the cards were deactivated, and finance now receives email alerts for separating employees. Cardoza recommended HR add notification requirements to the separation form to ensure departments notify finance about separating employees with P‑cards.
Committee members asked operational questions about badge collection and notification procedures; HR Director Sue Brown said notification is recommended but not always received, particularly for hourly employees who do not show up for work. Member Kara Kelly moved to approve the HR separation audit report; the committee voted to approve it.
