State Fleet Card Oversight Usage and Responsibilities

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1 State Fleet Card Oversight Usage and Respnsibilities Intrductin The Department f General Services (DGS), Office f Fleet and Asset Management (OFAM) administers a statewide ne-prvider payment system cntract fr the purchase f fuel and travel-related services with the US Bank Vyager Fleet Systems Inc. (Fleet Card Vendr) and with American Express Travel Related Crprate Services, Inc., respectively. The State Fleet Card (Fleet Card) enables state departments t pay fr fuel purchases while using gvernment vehicles and lng-term cmmercial vehicle rentals. State departments that need a cmmercial card service fr the pint f sale purchasing f traditinal fleet fuels (such as gasline and diesel) are required t use the Fleet Card and participate in the State Fleet Card Prgram (Fleet Card Prgram). In rder t ensure apprpriate cntrls are in place fr all state departments t effectively administer the Fleet Card Prgram while preventing abusive Fleet Card practices, including fraud and waste, state departments are required t implement the versight prcedures specified in this dcument. By June 30, 2013, and each year thereafter, state departments utilizing the Fleet Card must certify that they have implemented these prcedures. Fleet Card Usage The State Fleet Card can nly be used by state emplyees cnducting fficial state business. Additinally, state departments may authrize ther individuals (such as retired annuitants, vlunteers, etc.) wh are n fficial state business and whse travel expenses are paid by the state, t use the Fleet Card. The Fleet Card can be used fr department-wned and DGS-leased vehicles. Additinally, departments are authrized t use the State Fleet Card fr lng-term cmmercial vehicle rentals thrugh the state s cmmercial car rental cntract. A lng-term cmmercial vehicle rental is defined as a vehicle rental f 30 calendar days r mre that has been apprved by OFAM. The Fleet Card cannt be used fr persnal vehicles r fr the purchase f items such as fd r sundries (persnal items). Additinally, the Fleet Card cannt be used fr shrt-term cmmercial vehicle rentals unless an emergency arises and the user has prir departmental apprval fr use f the card in such circumstances. Page 1 f 10

2 Departmental Prcedures Overview Each department is ultimately respnsible fr the charges n, and use f, its issued Fleet Card(s). T versee the usage f the Fleet Card Prgram, each department must implement the fllwing required prcedures listed belw. It is imprtant t nte that a department may create additinal plicies and prcedures, abve and beynd thse required by this dcument, as needed. Designate a departmental Fleet Card Crdinatr (Crdinatr) t versee the Fleet Card Prgram. Designate a supprt staff persn as the Fleet Card Liaisn (Liaisn) t prcess the rdering and cancelling f the Fleet Cards separate frm the Crdinatr fr apprpriate separatin f duties. Nte: Fr DGSleased vehicles, the rdering, replacement, and cancellatin f cards will cntinue t be cnducted by OFAM. Ensure adequate separatin f duties within the management f the Fleet Card Prgram t help eliminate fraud, waste and abuse. Nte: DGS realizes that sme departments, due t their size and/r funding, will nt have the resurces t assign separate duties t mre than ne emplyee, r, in the case f larger departments, may need t assign these duties t multiple emplyees. Develp Fleet Card Prgram Prcedures Manual. (See Attachment A - Sample State Fleet Card Prgram Prcedures Manual) Prcedures shall include: Descriptin f the rles and respnsibilities f the staff wh prvide versight and mnitring f the Fleet Card Prgram, i.e., Crdinatr, Liaisn, Fleet Card User s Supervisr (Supervisr), and Fleet Card User (User). A dcument fr users defining allwable Fleet Card uses. Oversight and tracking inventry f all Fleet Cards including valid-all-vehicle (VAV) cards. Steps fr rdering/cancelling Fleet Cards, (when emplyees retire, transfer, r leave; when vehicles are sld r transferred t anther department r individual, etc.) reprting lst, stlen, r damaged Fleet Cards, and fr distributing Fleet Cards. A request frm t rder r cancel a Fleet Card which includes all pertinent infrmatin fr tracking purpses, such as: equipment number, license plate number, make/mdel, Fleet Card number, user s name/address/phne number, and reasn fr a new card (lst, stlen, damaged, etc.). Ensure staff is prperly trained accrding t their rle(s) and respnsibilities. These rles include: Crdinatr, Liaisn, Supervisr, and User. Ensure Mnthly Accunt Summary Reprts (mnthly invices) are paid n a timely basis. Ensure that a Fleet Card User Agreement is signed by each individual authrized by the department t use the Fleet Card. (See Attachment B Sample Fleet Card User Agreement) Page 2 f 10

3 The fllwing activity is nt required but is cnsidered a best practice and is highly recmmended: Develp a Fleet Card expenditure review prcedures/checklist fr supervisrs when reviewing emplyee Fleet Card transactins. Fleet Card Crdinatr The Crdinatr is an individual designated by the department t act as the Crdinatr f the department s use f the Fleet Card Prgram. The Crdinatr is respnsible fr the versight f the Fleet Card Prgram fr the department which includes disseminatin f all plicies, prcedures, and updates. These duties include the distributin f Management Mems t Users. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Crdinatr s duties may vary. Please see the categries listed belw shwing the duties that the Crdinatr must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Maintain a current tracking system (e.g., database) f all active Fleet Cards assigned t a vehicle r t an authrized individual. Prvide access t the Fleet Card nline system which is currently Vyager s Fleet Cmmander Online system (FCO) t: Supervisr(s) s expenditure reviews can be cnducted; Access permissin must be set and limited t specific reprts; and Liaisn s Fleet Cards can be rdered r cancelled. Establish and maintain purchase limits fr Fleet Cards which may include limits n daily transactins, daily dllar amunts, and mnthly dllar amunts, etc. Establish daily, weekly, and mnthly reprts frm FCO as needed including but nt limited t transactin exceptin and billing reprts. Design exceptin reprts that crrespnd t uses f the Fleet Card(s) (setting parameters needed t mnitr any exceptins t the allwable uses). Ensure Supervisrs review and certify expenditures and Fleet Card exceptin reprts. Analyze and cmpare miles driven, tank capacity, and fuel purchases fr ptential misuse/abuse. Investigate all exceptins and, if misuse is determined, take apprpriate actin accrding t departmental plicy. Ensure that all nn-issued and/r VAV Fleet Cards (when nt in use with a vehicle) are kept in a secured lcatin at all times. Peridically (mnthly r quarterly) recncile database f Fleet Cards t Page 3 f 10

4 inventry reprts available thrugh FCO t ensure nly authrized Fleet Cards are in use. Ensure the Mnthly Accunt Summary Reprts (mnthly invices) received frm the Fleet Card Vendr are paid n a timely basis. Establish emergency purchasing plicies fr the Fleet Card s users are able t purchase such items as tires, batteries, wiper blades, twing, and emergency repairs. Prvide departmental prcedures t each User regarding Fleet Card usage, including prcedures fr emergency purchases. By June 30, 2013, and each year thereafter, cllect the Department s Annual Certificatin Frm and submit t OFAM. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess department plicies and prcedures related t the Fleet Card Prgram. Recmmend/implement imprvements t create efficiencies and/r further prevent misuse. If applicable, require Users t enter a vehicle s crrect dmeter reading when prmpted at the gas pump. DGS-Leased Vehicles As part f its vehicle leasing services, OFAM actively mnitrs the usage f the Fleet Cards assigned t its leased vehicles. OFAM maintains an active database f its Fleet Cards, facilitates the rdering and cancellatin f Fleet Cards, and wrks with departments t establish and maintain apprpriate Fleet Card purchasing limitatins. Additinally, OFAM utilizes the Fleet Card Vendr s, Fleet Cmmander Online system (FCO) t prduce and review mnthly exceptin reprts and identify questinable transactins that may indicate ptential fraud, waste, and/r abuse. OFAM wrks clsely with department Crdinatrs, Liaisns, and/r Supervisrs t gather additinal infrmatin and reprt Fleet Card misuse if ultimately identified. Where a department leases ne r mre DGS vehicles, a Crdinatr shuld als: Infrm OFAM f any ptential fraudulent r abusive practices. Prvide OFAM with current Crdinatr cntact infrmatin, and update as apprpriate. By June 30, 2013, and each year thereafter, cllect the Department s Annual Certificatin Frm and submit t OFAM. Page 4 f 10

5 Ensure that Users enter a vehicle s crrect dmeter reading when prmpted at the gas pump. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess department plicies and prcedures related t the Fleet Card Prgram. Recmmend/implement imprvements t create efficiencies and/r further prevent misuse. Fleet Card Liaisn The Liaisn is an emplyee designated t prcess the rdering and cancelling f the Fleet Cards separate frm the Crdinatr fr apprpriate separatin f duties. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Liaisn s duties may vary. Please see the categries listed belw shwing the duties that the Liaisn must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Establish prcedures fr the rdering, cancelling, and distributin f Fleet Cards. Develp a Fleet Card rder/cancellatin request frm (See Attachment A -Sample State Fleet Card Prgram Prcedures Manual) including all pertinent infrmatin fr tracking purpses, such as: equipment number, license plate number, make/mdel, card number, user s name/address/phne number, and reasn fr a new Fleet Card (lst, stlen, damaged, etc.). Receive Fleet Card Request Frm frm authrized persnnel: Review the request frm t ensure all necessary infrmatin is prvided and apprved by prper authrity. Prcess request via FCO. Verify the accuracy f all Fleet Cards that are rdered and make sure they are crrect prir t distributing t the User. Cllect all signed Fleet Card User Agreements and stre pursuant t department plicies. DGS-Leased Vehicles Use the request frm (See Attachment A -Sample State Fleet Card Prgram Prcedures Manual) prvided by OFAM t rder Fleet Cards. Ntify OFAM t initiate a Fleet Card cancellatin. Page 5 f 10

6 Cllect all signed Fleet Card User Agreements and stre pursuant t department plicies. Fleet Card User s Supervisr The Supervisr is respnsible fr ensuring that state vehicles, lng-term cmmercial vehicle rentals, and Fleet Cards are used by authrized individuals in the cnduct f fficial state business. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Supervisr s duties may vary. Please see the categries listed belw shwing the duties that the Supervisr must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Prvide User with Fleet Card Prgram infrmatin including any departmental plicies and prcedures regarding emergency usage. Mnitr Fleet Card usage t ensure Fleet Card charges are accurate and apprpriate; review and verify mnthly activity and expenditure reprts generated by FCO r the Crdinatr. Recncile mnthly billing statements t actual usage f the Fleet Cards by using transactin reprts, vehicle mileage lgs, receipts, etc. Research and verify questinable and miscellaneus transactins. Ensure Fleet Cards are prperly secured when a vehicle is stred r therwise nt in use. Fleet Cards shuld nt be kept in an unattended vehicle. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess the need fr issued Fleet Cards, including VAV cards, and make recmmendatins t the Crdinatr and/r Liaisn regarding cancellatins. DGS-Leased Vehicles Recncile the Mnthly Travel Lg (State STD Frm 273) and the emplyee s itinerary t ensure all dcumentatin is cngruent. Research and verify questinable and miscellaneus transactins. Instruct User(s) as t the need t prperly secure a Fleet Card when a vehicle is stred r therwise nt in use. Ensure that any Fleet Card strage prcedures are fllwed if established by the department. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Page 6 f 10

7 Peridically assess the need fr issued Fleet Cards, including VAV cards, and make recmmendatins t the Crdinatr and/r Liaisn regarding cancellatins. Fleet Card User The User is any individual authrized by their department t use the Fleet Card t cnduct state business. All Users must sign a Fleet Card User Agreement fr cllectin by the Liaisn (See Attachment A - Sample State Fleet Card Prgram Prcedures Manual). Additinally, regardless f whether the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the User must: Ensure prtectin f the Persnal Identificatin Number (PIN) assciated with the Fleet Card. D nt share with ther users (unless authrized) r write it directly n the Fleet Card. As applicable, purchase E-85 r regular grade (unleaded) gasline nly. Unless specifically required by the vehicle manufacturer, the purchase f mid-grade r premium (supreme) unleaded gasline is strictly prhibited. Fllw established departmental prcedures set by the Crdinatr fr emergency purchases f items such as tires, batteries, wiper blades, twing, and allwable repairs. Maintain all Fleet Card purchase receipts until mnthly billing statements have been recnciled and apprved fr payment. Fllw departmental recrd keeping prcedures. Reprt lst r stlen Fleet Cards immediately t the Liaisn, Crdinatr, and/r Supervisr. If n ne is available, cntact Vyager Custmer Service directly at (800) , 24 hurs a day, 7 days a week. Infrm the Liaisn and Crdinatr r Supervisr as sn as pssible. Enter vehicle s crrect dmeter reading when prmpted at the gas pump while fueling yur vehicle. Keep the Fleet Card in a secure lcatin when the vehicle is nt in use; d nt leave the Fleet Card in an unattended vehicle. Nt purchase prhibited miscellaneus stre items such as fd r sundries (persnal items). Page 7 f 10

8 Allwable Purchases As authrized by a department, the Fleet Card may be used t purchase the fllwing items when cnducting fficial state business: Regular-grade unleaded gasline and diesel. Alternative fuels such as E-85, bidegradable diesel, CNG, and Prpane. Fluids and lubricants (i.e. il, anti-freeze, washer fluid, etc.). Basic (lw-cst) car washes. Emergency radside assistance thrugh the Natinal Autmbile Club ( ). In additin, emergency purchases, such as wiper blades, fan belts, tires, etc., are allwed in urgent situatins nly. Emergency purchases must be defined and apprved by each department. Prhibited Purchases The fllwing items are prhibited and must nt be purchased using the Fleet Card: Unless specifically required by the vehicle manufacturer, the purchase f mid-grade r premium (supreme) unleaded gasline is strictly prhibited. Fuel fr persnal vehicles Miscellaneus items such as fd r sundries (persnal items) Payment Each department shall review and prcess the Mnthly Accunt Summary Reprt (mnthly invice) n a timely basis. Payment is due 25 calendar days after Accunt Summary Reprt is mailed by the Fleet Card Vendr. Mnitring Exceptin Reprts fr Ptential Fraud The Fleet Card Vendr can prvide custmized exceptin reprts via FCO, such as: Transactins ver $100 Transactins beynd the tank capacity f a vehicle Transactins ver 35 gallns Multiple transactins per day Out-f-state transactins Fd transactins Miscellaneus transactins 12:00 a.m. 3:00 a.m. transactins Saturday and Sunday transactins Hliday transactins When an exceptin reprt is received, the Crdinatr and/r Supervisr shuld review each transactin fr ptential fraud. If fraud is determined, an Page 8 f 10

9 investigatin shuld be started by authrized persnnel. Additinally, in cases f suspected fraud, the Fleet Card shuld almst always be cancelled immediately. The Fleet Card will becme inactive immediately after the initial ntificatin t the Fleet Card Vendr. Audit and Certificatin Department cmpliance with Management Mem 12-08, State f Califrnia Fleet Card Prgram, as well as the Fleet Card plicies required by this dcument may be subject t auditing by DGS n a peridic basis. In additin, DGS will require each participating department t submit an Annual Certificatin frm indicating that the department has implemented the requisite Fleet Card Prgram versight prcedures and has assigned a Crdinatr and/r Liaisn t manage that department s Fuel Card Prgram. The Annual Certificatin Frm shuld be submitted t OFAM by June 30, 2013, and each year thereafter. The Annual Certificatin Frm can be fund at Available Resurces and Services Offered by the Current Fleet Card Prvider, US Bank Vyager Fleet Systems Inc. The Fleet Card Vendr s FCO System prvides: Real-time Fleet Card administratin including but nt limited t PIN management, Fleet Card rdering and cancellatin, authrizatin and purchase cntrls. Varius custmizable reprts fr accunt maintenance including: Management Reprts Identify transactin trends r misuse by tracking purchases by merchant, dllar amunts, type f purchase, fuel ecnmy, purchases by date, and ther parameters. Exceptin Reprts Identify trends and abuse/misuse (e.g., excessive tank capacity reprt, prduct variance reprt, invalid dmeter reprt, pattern discrepancy reprt, and miles per galln variance reprt). Transactin Reprts Captures many separate data elements. Inventry Reprts Prvides inventry infrmatin by generating reprts n individual Fleet Cards, vehicles, and driver infrmatin as prvided by the department. Billing Reprts Prvides infrmatin n all transactins including payments and adjustments. Ad Hc Reprts Additinal reprts culd be develped t meet the needs f the departments. Web based training at https://wbt.fleetcmmandernline.cm Page 9 f 10

10 DGS Cntact Infrmatin Fr further infrmatin cncerning the State Fleet Card Oversight Usage and Respnsibilities dcument, please cntact: Tni Hlland, Fleet Operatins Manager Department f General Services Office f Fleet & Asset Management (916) Sue Gutierrez, Cntract Administratr Department f General Services Office f Fleet & Asset Management (916) Cecilia Perez Dunn, Marketing Specialist Department f General Services Office f Fleet & Asset Management (916) Attachments Attachment A: Sample State Fleet Card Prgram Prcedures Manual Attachment B: Sample Fleet Card User Agreement Page 10 f 10

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