State audit: Former University of Iowa athletics IT director behind thousands in improper disbursements

IOWA CITY - Iowa's state auditor is advising the University of Iowa's athletics department to strengthen its internal controls and overall operations related to, among other things, purchases and inventory records after finding its former information technology director made improper purchases and disbursements.

UI officials requested a special investigation of its athletics' information technology office due to concerns over improper transactions processed by Patrick Delin, the department's former IT director who resigned Feb. 3, according to a state report made public Thursday.

Auditor of State Mary Mosiman reported her office reviewed records and transactions dating back to Aug. 6, 2012, and identified $6,224 of improper disbursements - including $1,593 of personal purchases, $1,888 of cellphone charges, and $2,742 of travel payments.

The state's findings come in the wake of UI athletics department losses related to lawsuits asserting discrimination against Field Hockey Coach Tracey Griesbaum and former Associate Athletics Director Jane Meyer. A jury awarded Meyer $1.43 million earlier this month, and the university last week announced it will pay $6.5 million to settle the suits - as Griesbaum's case was scheduled for trial June 5 and Meyer was seeking additional damages.

The university, in response to the jury's findings, also announced plans to hire an independent firm to conduct an external review of UI employment practices. A first phase will focus on the athletic department, a second phase will look into UI academic and operational units and a third phase will focus on UI Health Care.

The university is forming a committee of administrators, faculty, staff and students to help select a consulting firm for the review.

In April, the Board of Regents also received findings from an internal audit of the UI Athletics Department that found several 'unacceptable weaknesses” that could 'seriously affect several areas of the university.”

That internal audit was unrelated to the state audit, which has been provided to the Board of Regents Office, the UI Department of Public Safety, the Iowa Division of Criminal Investigation, the Johnson County Attorney's Office and the state's Attorney General's Office.

Delin - who was hired in August 2012 to oversee the athletics office that, among other things, maintains servers and online databases, provides desktop support and technical solutions, oversees hardware and software acquisition and implements security plans - does not face any current criminal charges related to the auditor's findings, according to state court records.

Of the improper personal purchases Mosiman's audit uncovered, the report noted Delin intentionally submitted five invoices totaling $984.45 for personal items that showed something other than what was actually purchased.

Those personal items related to home improvement and also included television remote controls, a flight bag and iPad case.

'We interviewed Mr. Delin, and he acknowledged he used the PCard to purchase these items for his home and personal use,” according to the audit.

The improper travel payments included $2,493 for registration and other expenses related to a conference in Colorado for which Delin said he attended just two sessions during the first day of a three-day conference, according to the report. Delin, Mosiman reported, said he returned early 'because the conference was not related to his job duties.”

'In addition, Mr. Delin registered for a conference in Miami using his university issued procurement card, but did not attend,” according to the report. 'He did not provide a reason for not attending and no refund was requested.”

Auditors reported insufficient inventory records and related documentation at times.

'As a result, it was not possible to determine if certain items purchased with department funds, such as cables and computer peripherals, were personal in nature or for department operations,” according to the report.

Audit recommendations include implementing procedures that ensure sufficient documentation for verification of charges and associated explanations; improved monitoring of which university employees use purchasing cards; and updated purchasing policies.

Additionally, according to the report, the university should complete an 'inventory of all electronic equipment, such as computers, cameras, iPads, printers, hard drives and monitors.”

That ties to one issue noted in the regents' internal audit earlier this year. According to those findings, the athletic department had not developed processes for maintaining student iPad agreements and for charging students for unreturned or damaged items.

iPads for reviewing game video and team playbooks were assigned to 178 athletes in football, men's and women's basketball, volleyball and field hockey, but auditors could not find 26 iPad agreements for football team members signed before 2014, according to the audit.

Additionally, five students didn't return their assigned device upon leaving the football program and were not charged.

That audit, among other things, suggested developing and formally documenting improved processes for the student iPad program. The university vowed to review polices and implement changes.

'The charges for past missing items have been processed in the student U-Bill system,” according to the audit.

That review also found concerns with athletics department travel for professional development and related expenses. The university committed to adding the subject to its annual fall policy reminder.

l Comments: (319) 339-3158; vanessa.miller@thegazette.com