GSA SmartPay 2010 Conference. Cindy Cunningham, J.P. Morgan Doug Badgley, J.P. Morgan

Transcription

1 GSA SmartPay 2010 Conference Fleet Card Best Practices Cindy Cunningham, J.P. Morgan Doug Badgley, J.P. Morgan

2 Session Objectives Learn how to assign cards Learn how authorization controls and prompting can assist with program management Learn how to move and review data for management and payment 1

3 Agenda Driver vs. Vehicle Accounts Authorization Controls and POS Prompts Capturing Data Reports and Interface Files Reconciling and Paying 2

4 The Decision Driver or Vehicle Cards Driver cards are issued in a person s name Typical relationship is one driver to one vehicle Driver name embossed on card Vehicle cards are maintained by the Fleet Manager One vehicle, many drivers Card is provided when driver obtains vehicle access Vehicle information embossed on card If necessary, use a combination of vehicle and driver cards Accounts are either assigned specifically to a individual or to an asset 3

5 Authorization Controls Standard controls available Cycle Spending Limit Single Purchase Limit Spending per Day Transactions per Day Transactions per Cycle Merchant Category Code (MCC) Restrictions 4

6 Authorization Controls - MCC Tightly control MCCs to restrict transactions Cards may be restricted to fuel purchases only Restriction printed on plastic Maintenance may be included Avoid large ticket items and merchants such as body shops, transmission repairs, etc. on vehicle issued cards Multiple MCC groups may help manage spending Accounts can be made specific to required MCC codes for transactions which provide tighter controls MCCs, velocity and dollar controls may vary among groups Maximum nine groups 5

7 Cards Can Fly and Float Cards may be assigned to aircraft and marine vessels MCCs may be tailored for the industries Aircraft fuel may be purchased from pilot training company Marine fuel may be purchased from bait shop or marina Fleet cards are also used for various component assets Spending limits may be greater than common vehicle limits If purchasing internationally, consider spending limits that account for exchange rates and wide price fluctuations 6

8 Additional Authorization Controls & POS Prompts Vehicle and/or Driver number Tables must be continuously maintained to reflect fleet & employee composition Odometer reading Educate vehicle operators to enter the true reading 7

9 Manage Your Fleet with Data Captured Enhanced data captured with fuel purchases Driver and/or Vehicle Number Odometer Fuel type and grade including alternative fuels Price per gallon Gallons purchased Time of day and date Non-fuel purchases Maintenance-related providers may supply enhanced data Feed the merchant provided level III merchant data into Fleet Management applications to automate the data input process. This is dependant on the merchant to provide the enhanced data. 8

10 Identifying Inappropriate Usage Reviewing key data elements may reveal atypical transactions Quantity purchased vs. tank capacity Review time and date of transaction Review fuel grades purchased Identify merchants not participating in tax recovery Compare miles driven month-to-month 9

11 Moving Data into Fleet Management Applications Interface (mapper) files may be customized to feed data into a variety of systems Automates entry of large volumes of data Data could be mapped daily Total cost of ownership and operation is maintained in a central system Improve decision making Ease budget formulation process 10

12 Reports Electronic Reports Transaction Detail Report merchant purchase amount, grade of fuel, quantity, tax recovery Fleet Product Summary Report total quantities of fuel grades, MCC and merchants 11

13 Reconciling & Remitting Payment Fleet related transaction volume may be high while $ spent are low Automate the data entry process summarize transactions if data storage is limited Analyze allocation and assign codes to cards that streamline the allocation process while minimizing manual re-allocation 12

14 Reconciling & Remitting Payment Consider paying more frequently than monthly Perform random transaction and/or account audits in high volume programs Incorporate data mining and audit programs that review large volumes quickly managers review exceptions 13

15 Please complete the session evaluation form. Thank you! 14