Fraud & Waste Hotline
The Fraud and Waste Hotline empowers all members of the public and City of Hamilton employees to enable the City of Hamilton to operate with a high level of honesty and integrity. The Fraud and Waste Hotline provides City of Hamilton employees, contractors, vendors, and members of the public a convenient, confidential, and anonymous way to report suspicion or proof of wrongdoing. Wrongdoing is defined as any activity that could be illegal, dishonest, wasteful or violates a City of Hamilton policy.
The Fraud and Waste Hotline is managed by the Office of the City Auditor, an independent and objective office accountable to Council. The Office of the City Auditor reviews and assesses each report to ensure it was made in good faith and if necessary, launch an investigation. The Office of the City Auditor conducts an objective and impartial assessment of each report, regardless of the alleged wrongdoer's position, title, length of service, relationship with the City.
Confidential and anonymous
The Hotline is operated independently by a third party and is accessible online or by phone, mail, email and fax. You are not required to provide your name or any other personal information when submitting a report of suspected fraud or waste, unless you chose to do so. Complaints will remain confidential for those willing to identify themselves.
If a caller identifies themselves, the identity of the caller will not be disclosed unless the City Auditor is compelled to do so by law. All participants in a fraud and waste investigation are required to keep the details and results of the investigation confidential.
Track your report
Reporters are given a unique login and password for their report. This allows you to follow the progress of your case, submit further information and view the action taken, you may also receive a request for additional information about your report. Note: If the reporter does not respond within 30 days to questions posted by the Audit staff, the City Auditor may close the case.
If you choose to provide your email address (which remains confidential within the system), you will receive notifications when a reviewer from the Office of the City Auditor posts questions or comments regarding the report.
If you do not submit your email address as part of your report, you can access and review updates with the provided login and password.
Frequently Asked Questions
The Hotline is intended to be used by any Hamilton resident or City of Hamilton employee. Employees and contractors/vendors of the City of Hamilton may use the hotline without fear of reprisal under the Whistleblower By-Law.
The Hotline is operated independently by a third party (Whistleblower Security Inc.) and is accessible by phone or Internet, along with several other methods (mail, fax, email). You are not required to provide your name or any other personal information when submitting a report of suspected fraud or waste.
When making a report to the Fraud and Waste Hotline please provide as much information as possible to support the allegations.
Try to provide the following information:
- Circumstances of the incident(s) noted (names, dates, times, places)
- Location of any available evidence (physical evidence or electronic records)
- Names and contact information of witnesses
- What funds, assets or resources were involved
- Who else may be aware of the incident
- If you have previously reported this incident
You can report anonymously through the following:
- Talking with an independent operator but opting not to provide any of your personal information. You will still receive a login and password to follow-up on the status of your report.
- Making a report via the online reporting process, but not opting not to provide any of your personal information. You will still receive a login and password to follow-up on the status of your report.
- Sending an anonymous letter to the P.O. Box address.
Please note that the Office of the City Auditor can only act on anonymous reports if sufficient information is provided to carry out a complete assessment. Reports need to be made in good faith and be about a specific incident and must, to the extent possible, include details such as who, what, when and where.
A preliminary assessment will be completed by the City Auditor's Office for all reports submitted to the Fraud and Waste Hotline.
If there is insufficient information to complete an assessment, and the report was made anonymously, the Office of the City Auditor will pose additional questions via the case management system. If you chose to provide your email address (which remains completely confidential within the system), you will receive an email notification when a reviewer from the Office of the City Auditor posts questions or comments regarding the report.
If you do not submit your email address as part of your report, you will not receive an automatic email confirmation but will instead use your unique login and password (which is automatically issued upon report submission) to access your report by periodically logging into the system.
If no response is received within 30 days of the request for additional information, the report will be closed.
Where contact information was provided, the City Auditor's Office staff will try to obtain enough information to investigate or resolve the matter. An objective and impartial assessment will be conducted for each report.
If a report is actionable, the Office of the City Auditor does not disclose the specific action taken to the reporter nor do we disclose the nature of any disciplinary action taken by management. We are unable to provide reporters with any details as to the progress or outcomes of an assessment or investigation given the sensitive and personal nature of the information collected.