U.S. DEPARTMENT OF AGRICULTURE
WASHINGTON, D.C. 20250
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DEPARTMENTAL REGULATION
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Number: 5400-006 |
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SUBJECT: Fleet Credit Card |
DATE: January 25, 2006 |
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OPI: Office of Procurement and Property
Management
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This
regulation prescribes USDA policies, procedures, and responsibilities for use
of the fleet credit card. Other fleet
issues, such as use of alternative fuels, recycled products, safety, equipment,
authorized vehicle uses, and delegation of authorities, are addressed in the
Agriculture Property Management Regulations (AGPMR) 110.34. The AGPMR is available online at http://www.usda.gov/da/property/property.htm.
a DR 5400-6 dated February 23, 2002, is
superceded by this regulation.
b Fleet
Credit Card for Official Use Only.
The fleet credit card is for official government business only. Under no circumstances is the card to be
used for personal purchases or as identification for personal purchases. Additional limitations on card use are
established by individual agency policy.
c Ethics
Requirements. Office of Government
Ethics Standards of Conduct for Executive Branch employees applies to fleet
credit card use. All transactions must
be for official Government business only.
Fleet credit card users with questions regarding the propriety of a
particular transaction should consult their LFPC or agency ethics officer for
guidance and assistance, prior to making the purchase.
d Business
Size. Purchases may be made from
any size business using the fleet card (FAR 13.003(b)(1)). However, it is USDA policy to increase
opportunities for small, small disadvantaged, and small women-owned businesses. Card users are, therefore, encouraged to
acquire from these sources whenever possible.
e Regulatory
Applicability. Use of the fleet
card must be consistent with the Federal Acquisition Regulations (FAR),
Agriculture Acquisition Regulations (AGAR), Federal Management Regulations
(FMR), AGPMR, Office of Government Ethics Standards of Conduct for Executive
Branch Employees, the Office of Management and Budget (OMB) Circular A-123,
which establishes the regulations for the use and management of government
charge cards and Agency regulations.
f Fueling
Aircraft. USDA currently uses two
charge cards for aircraft and boats.
One is the mission-critical Aviation Into-plane Reimbursement (AIR) Card
Program that provides Federal agencies, State and local law enforcement
agencies, and foreign governments a means to procure aviation fuel and related
ground services. The Defense Logistics
Agency (DLA)/Defense Energy Support Center (DESC)/Fuel Card Program Management
Office (GFC PMO) is designated as the program management office for the AIR
card. The AIR card may be used at
commercial airports (and some military installations) world wide to purchase
aviation fuel and ancillary ground services for all United States Government
aircraft. As of January 1, 2005, the
AIR card is serviced by the Multi Service Corporation, a DESC contractor. USDA aircraft and boats may also use the
USDA Multi Service charge card. All
regulations outlined in this DR for the fleet credit card are equally
applicable to the above charge cards.
The Fleet
Credit Card Program allows agencies to reduce administrative costs and taxes
and collect detailed fleet management data regarding fuel and related
maintenance and service procurements.
This Departmental Regulation (DR) establishes Departmental policy and
instructions for use of the government-wide fleet credit card in conjunction
with USDA’s Purchase Card Management System (PCMS) and Oracle Discoverer.
The fleet
credit card user must make all reasonable efforts to find the nearest location
accepting the fleet credit card when making fuel and maintenance
purchases. The card is accepted by
large and small independent vendors in large metropolitan and rural areas
throughout the United States. Users
should encourage disadvantaged and small businesses to sign up to accept the
card. If a vendor other than an
authorized fleet credit card vendor is used, the agency will not be exempt from
taxes nor will it receive detailed information on the purchase. Only in emergencies or where there are
no authorized vendors within a reasonable area are other purchase methods such
as the purchase card to be used.
If emergency purchases are made, the cost and transaction data (i.e.,
fuel type, gallons, maintenance, and cost) will need to be added manually
to the Property Management Information System (PMIS), soon to be the Corporate
Property Automated Information System (CPAIS).
Fleet
policies and procedures described in the AGPMR 110-34, which supplements the
Federal Management Regulation 102-34, Executive Order (EO) No. 13101, and EO
No. 13149 must be followed in addition to this DR. Also, in accordance with the Federal Acquisition Regulation
(FAR), warranted procurement personnel must make purchases above $2500.
a Alert
System. The alert system is the
subsystem in PCMS that provides user messages to Agency Fleet Program
Coordinators (AFPCs), Local Fleet Program Coordinators (LFPCs), the
Departmental Fleet Program Coordinator (DFPC), and the Office of Inspector
General (OIG) regarding questionable transactions and transactions selected by
statistical sampling for review. Some
alerts will trigger a set of questions that must be answered to verify the
specific transaction. Alerts are in
place to reduce fraud, waste, and abuse.
AFPCs and LFPCs will regularly monitor and follow up on the alerts and
statistical sampling features of PCMS in order to provide oversight to fleet
credit card purchases.
b The
Corporate Property Automated Information System (CPAIS). CPAIS is the new web-based property
management system, which will soon replace the Property Management Information
System (PMIS). CPAIS will be used to
administer, control and report motor vehicle inventory records.
c Federal
Acquisition Regulation (FAR). The
FAR establishes uniform policies and procedures for acquisition by all
executive agencies (FAR 1.101). The FAR is located in Title 48, Chapter 1 of
the Code of Federal Regulations.
d The Purchase Card Management
System (PCMS). PCMS is an easy-to-use, web-based system
used to manage government fleet cards.
PCMS allows for requesting and maintaining fleet cards, adding and
modifying profile accounting, disputing transactions, transferring equipment,
and maintaining coordinator information.
PCMS is available to USDA agencies.
e The
Security Access Management System (SAMS).
SAMS is also an easy-to-use, web-based system. It is used to request access to PCMS. SAMS provides a graphical user interface front-end to enter
security
access
requests online. The access requests
are immediately stored in a NFC database.
The requests are read and administered automatically by a batch program
that runs twice a day, thus eliminating manual intervention and reducing
turnaround time.
f Statistical
Sampling. This process is used to
randomly verify the legitimacy of fleet credit card transactions that will in
turn verify the veracity of the Fleet Credit Card Program.
g Oracle
Discoverer Web Query Tool.
Discoverer Web Software is used to run reports that provide oversight to
fleet credit card accounts and purchases.
h Vendor. Refers to the current vendor providing fleet
card services to USDA.
AFHC Agency Fleet Headquarters
Coordinator
AFPC Agency Fleet Program Coordinator
(Regional/Program/Area/State)
AGAR Agriculture Acquisition Regulations
AGPMR Agriculture Property Management
Regulations
AIR Aviation Into-plane
Reimbursement
CFMSCCB Corporate
Financial Management Systems Configuration Control Board
COTR Contracting
Officer’s Technical Representative
CPAIS Corporate
Property Automated Information System
DESC Department
of Defense, Defense Energy Support Center
DFPC Departmental Fleet Program
Coordinator
DR Departmental Regulation
EO Executive Order
FAMS Fleet Card Account Maintenance
Screen
FAR Federal Acquisition Regulation
FMR Federal Management Regulations
GSA General Services Administration
HQ Headquarters
LFM Local Fleet Manager/Financial
Manager
LFPC Local Fleet Program Coordinator
OIG Office of Inspector General
OPPM Office
of Procurement and Property Management
PCMS Purchase Card Management System
PMD Property Management Division
PMIS Property Management Information
System
PSD Procurement Systems Division
SAMS Security Access Management System
USDA United States Department of
Agriculture
a The Office
of Procurement and Property Management (OPPM), Property Management Division
(PMD), Personal Property Branch
provides oversight for the entire Fleet Management Program and will serve as
the Departmental Fleet Program Coordinator (DFPC) for policy related issues.
OPPM’s
Procurement Systems Division (PSD) will serve as the DFPC for all other issues,
which includes managing the PCMS Fleet System changes through the Corporate
Financial Management Systems Configuration Control Board (CFMSCCB) and provide
training.
b The AFHC is
a person designated in each USDA agency who is responsible for the Fleet
Management Program, which includes the fleet credit card. This person will coordinate with the DFPC in
the implementation of the program within the agency.
The
AFHC duties are:
(1) Establish
the Agency hierarchy in SAMS;
(2) Distribute
all documentation needed to establish security access through SAMS;
(3) Provide
training and guidance to AFPCs;
(4) Maintain
and update all records and use Oracle Discoverer to run management reports; and
(5) Provide
fleet credit card oversight.
c The AFPC is
responsible for managing and overseeing the fleet credit card program under
his/her specific organizational level and is the agency contact with the AFHC
and vendor/bank contractor.
AFPC
duties are:
(1) Provide oversight of the fleet program;
(2) Implement
agency-unique fleet policies and procedures as needed;
(3) Participate
in meetings with the AFHC to address fleet credit card issues and/or problems;
(4) Establish
LFPCs;
(5) Provide
training and guidance to LFPCs;
(6) Develop and
distribute program literature and materials to LFPCs; and
(7) Serve as
primary contact for LFPCs and as the liaison with the AFHC, who contacts the
DFPC (OPPM).
d The LFPC is
responsible for the day-to-day operations of the Fleet Credit Card Program at
each agency site. The LFPC works
directly with the fleet credit card users and the AFPC (HQ).
LFPC
duties are:
(1) Card holder training;
(2) Establish
and update fleet credit cards in PCMS;
(3) Notify the
bank immediately of any lost/stolen/damaged fleet credit cards;
(4) Notify the
bank of any billing discrepancies (i.e., disputes) regarding charges posted to
an account by completing the dispute screen in PCMS; and
(5) Provide
oversight of fleet credit card purchases through the alert system, statistical
sampling, and the utilization of data query tools. NOTE: Alerts are provided
in PCMS through the “User Messages” screen.
Comments must be provided detailing the resolution to the alert in the
system.
e The LFM
will use Oracle Discoverer to obtain all pertinent data needed to manage the
fleet program. The LFM has query tool
capabilities only to run reports.
Financial personnel use Oracle Discoverer to review the accounting
information entered into the PCMS database.
The fleet
credit card is authorized for use to procure fuel and services necessary to
operate and maintain vehicles, aircraft, boats, and motorized equipment. The following are examples of authorized
purchases:
Fuel
(all types) Transmission Fluids
Maintenance Tie-Down
Fees
Car
Washes Landing
Fees
Tires/Tire
Repair De-Icing
Services
Battery
Charging Docking
Fees
Oil Windshield
Wiper Blades
Windshield
Washer Fluid Anti-Freeze
Authority
for card use is established by individual agency policies. Use of the fleet fuel card for food,
beverages, or other miscellaneous personal items is strictly prohibited, and
could result in disciplinary action.
The
person using the fleet credit card is responsible for safeguarding the card at
all times. It should never be left in
an unattended vehicle. The card is only
to be used for official and authorized purchases.
Agencies
may establish on a card-by-card basis certain authorization limits. These limits will not stop a purchase at the
pump but will allow the LFPC or other appropriate agency official to receive
exception type reports to verify these purchases. Limits can be established for the following:
·
Cost Per Fuel Transaction
·
Cost Per Maintenance
Transaction Limit
·
Daily Transaction Limit
·
Price Per Gallon Limit
·
Gallons Per Transaction Limit
The DFPC,
AFHC, AFPC, LFPC, and the OIG will monitor fleet credit card transactions
through the PCMS alert system, statistical sampling, and through the use of the
Oracle Discoverer Web. Employees are
required to comply with any request made by the DFPC, AFPC, LFPC, OIG, and
other duly authorized organizations or individuals for
information/investigations regarding questionable purchases (e.g., amount of
fuel purchased exceeds vehicle mileage, too frequent maintenance on vehicle or
motorized equipment).
Agencies
are to issue only one fleet credit card for fuel and maintenance to each
motor vehicle, aircraft, boat, and piece of equipment that requires fuel. The number of fleet credit cards issued as
“POOL” cards should be limited to those that are absolutely necessary. Pool cards are to be used to fuel motor
vehicles only in emergency situations and are to be used in case a fleet
credit card is lost or stolen. Agencies
may wish to use pool cards for multiple pieces of equipment at the same
location such as, snowmobiles, all terrain vehicles, chainsaws, lawn mowers,
etc. New fleet credit cards will be
issued in emergency situations within seven to ten days. All fleet credit cards are ordered through
the PCMS Fleet Card Account Maintenance Screens (FAMS) and are shipped to the
LFPC.
Normally,
the vendor will issue new fleet credit cards within seven to ten working days
from receipt of the record in PCMS.
PCMS transmits all record inputs daily.
Fleet credit cards do not require activation.
If the fleet credit card is lost or stolen while in the card
user’s possession, the agency is responsible for all charges until the vendor
is notified that the card has been lost or stolen.
When a fleet credit card is lost or stolen, it is important that
the card user notify the vendor or their LFPC immediately to cancel the card.
The card should be reported immediately to the 1-888-758-1747 number on the
back of the card to stop any further use.
The vendor will immediately establish a new account number and reissue a
card. The vendor will tie all
transactions from the lost/stolen card to this new account number. The LFPC should then monitor transactions on the
replacement card account for a month to assure that all charges are valid.
Any
fraudulent charges that are made after the card is lost or stolen should be
disputed through PCMS.
If a lost
fleet credit card is found after notifying the LFPC, it should be destroyed and
documentation provided to the LFPC that the card has been destroyed. Under no circumstances should the card be
used after notifying the LFPC or the Bank that it was lost or stolen.
When a fleet credit card is no longer needed because the vehicle, aircraft, boat or other motorized equipment has either been sold or salvaged, the card should be destroyed and the LFPC should cancel the card through PCMS.
Agencies
are to assure that agency personnel requiring access to PCMS, such as, AFHCs,
AFPCs, LFPCs, and LFMs have received the appropriate training for their level
of authority. The Procurement Systems
Division will make this training available to agency personnel on a “train the
trainer” basis so agency headquarters personnel may then train others in their
agency. When changes have been made to
PCMS, refresher training will be provided as necessary.
Inquiries
about the USDA Fleet Credit Card Program should be directed through agency
channels (the LFPC and AFPC) to the AFHC who will contact the DFPC in OPPM,
Property Management Division, Personal Property Branch for policy issues and
PSD for all other matters.
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