Below is a list of Frequently Asked Questions for Agency Fleet Headquarters Coordinators (AFHC) and Local Fleet Program Coordinators (LFPC) using the Purchase Card Management System.

Setting Up Fleet Accounts (FAMS)

Q. What are pool cards and how are they identified?

Q. What are replacement cards?

Q. When a fleet card is modified ( Last Action Code=M), does it affect the actual fleet credit card?

Q. How do I establish new LFPCs?

Q. Do I need to retain paper receipts for auditing purposes?

User IDs (SAMS)

Q. What is the Security Access Code (SAC)?

Q. When do you insert SAC criteria?

Q. When is "Remove SAC" used?

Q. Does SAMS feed to FAMS?

Q. When should a new National Finance Center (NFC) ID be assigned?

Lost/Stolen Cards

Q. What do I do if my card is lost or stolen?

Setting Up Fleet Accounts (FAMS)

Q. What are pool cards and how are they identified?

A. Pool cards are to be used in emergency situations like fires, disease outbreaks, etc. Pool cards can also be used for multiple pieces of equipment (not vehicles) like chain saws, lawn mowers, all terrain vehicles, snowmobiles, etc., where tracking to a specific piece of equipment is not necessary. Pool cards are to be strictly monitored and should not be ordered for use when fleet cards become defective (e.g. magnetic strip unreadable), new cards have not arrived or as an extra card for someone to carry personally.

To avoid duplicate numbers in the PCMS system, Pool Cards should be numbered as follows:
Beginning letter: P
Next two digits: Region
Next two digits: Unit
Next three digits: card number (002 for second pool card issued)

Q. What are replacement cards?

A. Replacement cards are exact duplicates of an existing card and should only be ordered when the card itself is damaged or the magnetic strip is no longer functioning. Once the new card is received, the old card is to be destroyed and documentation kept for review purposes. At no time should there be more than one credit card issued for a specific piece of equipment.

Q. When a fleet card record is modified (Last Action Code = M), does it affect the actual fleet credit card?

A. Whenever changes are made to certain fields in PCMS, the action code changes to "M". This means that the LFPC will receive a new credit card with embossing and/or magnetic strip information is changed, with the same account number. NOTE: Any changes to the Emboss in Spanish field will cause a new account number to be established and a new fleet credit card to be issued. The LFPC should destroy the old credit card once the new one is received.

Q. How do I establish new LFPCs?

A. To establish a new LFPC, contact the agency headquarters fleet manager. Specific information on the new LFPC will be needed, e.g. social security number, any existing NFC system IDs, phone number, fax number, etc. The new LFPC will be established in SAMS, which allows access to PCMS and/or the Discoverer Query Tool.

Q. Do I need to retain paper receipts for auditing purposes?

A. PCMS records will be maintained for a minimum of three years in accordance with financial requirements for audit purposes. Agencies may use these records for audit purposes. Any fleet expenditures not made on the credit card should be entered into the property management system, PROP. Agencies may elect to keep paper receipts if they wish.

User IDs (SAMS)

Q. What is the Security Access Code (SAC)?

A. The SAC consists of the Program Code, Department Code, Agency Code, Region, Unit, and the Sub Unit.

Q. When do you insert SAC criteria?

A. Inserting SAC criteria is giving additional access levels for a given ID/role. For instance, if an LFPC has a SAC of 12 11 06 01 which allows the LFPC to see all cardholders in Region 06, Unit 01 and now has responsibility for cardholders in Unit 02, the AFHC would use Insert SAC to add Unit 02 to the ID.

Q. When is "Remove SAC" used?

A. "Remove SAC" is used when you make a mistake entering the SAC or that specific access level is removed from that individual's scope of authority. Remove a SAC number that is entered incorrectly before any transactions go through to the account. If SAMS indicates that there are transactions against the SAC, you can't remove it and will need to contact NFC.

Q. Does SAMS feed to FAMS?

A. SAMS does feed the initial entry of the LFPC information into FAMS' Update LFPC screen. The LFPC must go in later and complete and/or update this information for PCMS.

Q. When should a new National Finance Center (NFC) ID be assigned?

A. A new NFC ID should be assigned only to users who do not currently have access to NFC systems. For example if a user already has an NFC ID, enter that ID in SAMS rather than selecting a new ID from the List. Additional characters can be added to existing IDs for additional roles (e.g. AB01=LAPC, AB01F=LFPC (an "F" if someone has fleet and purchase authorities)).

Lost/Stolen Cards

Q. What do I do if my card is lost or stolen?

A. If the fleet card is lost or stolen, the LFPC or cardholder is \ to immediately report it to Voyager at 1-888-785-1747. No action needs to be taken in PCMS unless the LFPC wants to make a notation on the fleet card account in the Comments field of the Fleet Card Setup screen. Voyager will automatically delete the lost/stolen card and send a new card with a new account number and send this information electronically to PCMS to update the system. In these cases a duplicate tag/equipment number will appear in PCMS, one as a delete record and one as an active record. This allows the LFPC to capture all data for a specific piece of equipment under one account. Under no circumstances should an LFPC report a card as lost or stolen if the card is still in his/her possession.