SmartPay 2. Highway Contract Route Contractor Guide Voyager Fleet

Transcription

1 SmartPay 2 Highway Contract Route Contractor Guide Voyager Fleet

2 Table of Contents Introduction...3 U.S. Bank Voyager Contact Information...3 Highway Contract Route Contractor Responsibilities...4 HCR Reconciliation Process...4 Default Contract...4 Incorrect Information...4 Maintaining Your Account...5 Card Limit Changes Requesting a New Card for a New Vehicle Damaged Cards Lost/Stolen Cards Cancelling Cards U.S. Bank Voyager Electronic Access System...6 Voyager Fleet Commander Online Web Based Training...6 Voyager Acceptance...6 Voyager Fleet Card Information of 7

3 Introduction Your GSA SmartPay 2 Voyager Fleet Card is brought to you by U.S. Bank Voyager Fleet Systems. We thank the United States Postal Service (USPS) for selecting U.S. Bank Voyager to be your card provider. This guide will help Highway Contract Route (HCR) contractor with the administration of their fleet card program. It includes valuable information about the technologies that make the program more efficient, and the latest tools offered by U.S. Bank to help the agency/organization effectively manage their payment process. Please keep this guide on hand and use it as a reference when you have questions about your fleet card program responsibilities. You are encouraged to read this information carefully and contact Voyager Fleet Systems if you have questions about any part of this program. U.S. Bank Voyager Contact Voyager has a 24-hour, 365 days-a-year Customer Service unit fully dedicated to the Voyager fleet card program. The customer service center line is answered by an individual as opposed to a computer in order to better meet the needs of customers. By dialing a toll-free number all cardholders are able to speak directly with a Customer Service Representative about card acceptance issues, lost or stolen card procedures, and declined transactions. The contact information for Voyager s Customer Service is: Client Services Client Services Fax Client Services [email protected] Fleet Commander Online Help Desk Address US Bank Voyager Fleet Systems 738 Hwy. 6 South, Suite 600 Houston TX of 7

4 Highway Contract Route Contractor Responsibilities An important part of the HCR s responsibility is the tracking and reconciliation of all fleet card activities including monitoring of gallons used and overall card activity. Monitoring of gallons used Administration of and reporting on gallon guidelines Recognition of misuse on your account Understanding of Voyager Fleet Card program guidelines Leveraging of Voyager Fleet Commander Online Note: All HCRs must register to gain access to Voyager Fleet Commander Online. Fleet Commander Online Enrollment forms can be found at Highway Contact Route Reconciliation Process As an HCR Contractor you will need to track and reconcile your transactions. Reconciling your account through Voyager Fleet Commander Online reporting will ensure that you are staying within your gallons and quickly recognize any misuse on your account. The detailed transaction information can also be used for International Fuel Tax (IFTA) reporting. The HCR Reconciliation process is completed by running Transaction Detail Reports in Fleet Commander Online. Default Contract Once you have created and reviewed your transactions through the Transaction Reports you may have noticed that some transactions appear with several 0 s in the Driver Number field. These transactions note that a default contract is selected for those gallons. You can view the default contract one of two ways. From the Order and Sort Column in your Transaction Detail Report you can include the Card Code 1 field. The Card Code 1 field will detail the default contract for your card. Your second option is to create Transactions without Driver ID Report. You can access the Transactions without Driver ID report through the Transaction Detail Report screen. Complete instructions on how to access Fleet Commander Online and use the reporting tools can be found through Voyager s web based training or in user guides posted on the Fleet Commander Online site. Incorrect Information After you have reviewed your transactions there may be several common reasons why you may need to report incorrect information. They are, but not limited to: Gallons purchased does not match receipt Incorrect product code A different contract should be selected as the default contract If any information in your report appears to be incorrect, please contact Voyager Customer Service at of 7

5 Maintaining Your Account Card Limit Changes Changes to the established limits on credit cards must be authorized and processed by your USPS Contract Specialist (DN) The DN will provide Voyager with card limit changes in writing/ . Requesting a New Card for a New Vehicle You can request a new card for a new vehicle by contacting Voyager directly. A completed HCR New Vehicle Request Form must be submitted. You will need to include the VIN and the Vehicle Number on your request. All requests can be sent via at [email protected] or fax to If or fax is not available, mail to Voyager. Upon receipt of the request, Voyager will issue a new card. Damaged Cards To request the replacement of damaged cards, submit a request via at [email protected] or fax to If or fax is not available, mail to Voyager, or call the Voyager Customer Service line at Upon receipt of the request, Voyager will issue a duplicate card identical to the reported damaged card. PLEASE NOTE: Once replacement card(s) are received by the HCR Supplier, the damaged card(s) MUST be destroyed. Lost/Stolen Cards If a card is lost/stolen the driver must immediately notify their fleet manager. Voyager must immediately be notified by calling The USPS is not responsible for any fraudulent charges after the card has been reported as lost or stolen. Notification can also be made via to [email protected] or fax to Once Voyager has been notified, Voyager will cancel the existing card and reissue a replacement card. Voyager will mail a new card with a new card ID number. Cards will be received within 5-7 business days. Rental cards may be used in the interim. Purchases made prior to the loss date will be billed under old (cancelled) card number. If a lost or stolen card is located, the card should be cut in half and disposed. Canceling Cards In order to cancel an existing card, Voyager must be notified by calling requests to [email protected] or fax to can also be made. Once Voyager has been notified, Voyager will cancel the existing card. No replacement card will be issued. Problem with Your Voyager Card If a driver is experiencing difficulties using their Voyager card at a gas station, they should call the Voyager Customer Service Line at At the time of the call, the driver will be asked to provide their card number, Contract PIN (or Driver ID) and card expiration date. 5 of 7

6 U.S. Bank Voyager Electronic Access System This web-based electronic access tool is designed to be the single source for fleet card program management and related data. Voyager Fleet Commander Online enhances program management capabilities and streamlines the billing and payment processes. U.S. Bank Voyager Fleet Commander Online link: Fleet Commander Online Program Support Phone: Voyager Fleet Commander Online Web Based Training Voyager Fleet Commander Online allows HCR contractors to reconcile their account. To further enhance the industry s most robust and user-friendly fleet management website, Voyager has developed web based training (WBT) for Fleet Commander Online users, offering in depth training on the features and functionality of this web based tool. As an HCR Fleet Commander Online user, you can register and log in to access Report Manager training content to learn how to run reports needed to reconcile your account. Registration and Passwords To access lessons, users can log in as registered users or use the Lesson Only login option at Each user type has a unique password that controls access to user-specific lesson content. New passwords will be issued every 60 days and will be communicated to web users via or can be obtained by calling the Fleet Commander Online Help Desk at Voyager Acceptance Voyager cards will provide you with access to a large merchant network with more than 175,000 fueling locations. Voyager s nationwide acceptance ensures access to fueling locations virtually anywhere in the nation. Contact the Voyager Merchant Acceptance Dept. at or at the Voyager website at usbank.com/voyagerfleet for a list of accepting locations. 6 of 7

7 Voyager Fleet Card Information For your convenience, Voyager has embossed your cards with three lines of information to help identify what card is assigned to which vehicle as follows: Line 1 - USPS Carriers Line 2 - Contractor Name Line 3 A three- letter identifier and vehicle number supplied to the USPS. If vehicle number was not supplied, the embossing will have the last 4 digits of the respective VIN for the vehicle. The cards have a restriction code for fuel only (RC 31) and will prompt the driver to input an odometer reading and a Contract PIN. The card identification number is the next five digits Your account number is the first nine digits Embossing: Line 1 USPS Carriers Line 2 Contractor Name Line 3 ABC The card expiration date 1 st three characters represent Supplier Contractor Name 2 nd three digits represent Supplier Vehicle Number usbank.com/usps Copyright 2008, U.S. Bancorp. All rights reserved. U.S. Bank Government Services is a division of U.S. Bank National Association ND. All other trademarks are the property of their respective owners. This publication is neither paid for, sponsored by, nor implies endorsement, in whole or in part, by any element of the United States Government. The information provided is for general use only. Contact the GSA Contracting Office with any questions related to proper use of the master contract. Printed in USA. 7 of 7