GSA - SmartPay® FAQs

The Defense Logistics Agency (DLA), Defense Energy Support Center (DESC), Government Fuel Card Program Management Office (GFC PMO) is designated as the DoD-level program management office for the DESC sponsored fuel cards. The GFC PMO provides overall program management; develops and disseminates policy and training, coordinates enrollment and permission access to the other electronic systems, and issues instructions. Authorized users and each military service or DoD agency must provide component level management as well as develop and maintain adequate procedures and physical safeguards to ensure strict compliance to each of the fuel card programs, and mitigate the potential for fraud or misuse.

2. What is the DoD Fleet Card?

The DoD Fleet card is a centrally-billed government charge card applicable to vehicles that are owned or commercially leased by the military services or DoD agencies, and used to buy and pay for fuel, refueling-related expenses, and emergency repairs for vehicles in support of official government business. A task order is issued under the GSA SmartPay®2 for the DoD Fleet Card.

3. What vehicles are covered under the DoD Fleet Card?

Vehicles that are owned or are individually leased by the military services or DoD agencies are covered under the DoD Fleet Card. GSA-leased vehicles are NOT included in this program. GSA vehicle customers must contact GSA Fleet Management for support.

4. What supplies and/or services are authorized with the DoD Fleet Card?

The DoD Fleet Card allows transactions not to exceed the micro purchase threshold for the following supplies and services (and as authorized by agency policy):

Fuels: Gasoline, gasohol, regular unleaded, premium unleaded, diesel/diesel marine fuel, propane, and liquid petroleum gas including CNG, ethanol and methanol, E85, and bio-diesels;
Lubricating services and lubricants (includes differential and transmission fluids);
Antifreeze (ethylene glycol);
Air and oil filters and servicing;
Batteries and battery charging;
Tires and tire and tube repairs;
Washing and cleaning;
Mounting and dismounting snow tires and chains; and
Replacement of spark plugs, fan and generator belts, windshield wiper arms and blades, lamps, etc.

NOTE: The DoD Fleet Card can be used to obtain fuel for small boats, tugs, or barges as authorized by the activity. The DoD Fleet Card cannot be used to obtain aviation fuel at commercial locations. Furthermore, all non-fuel charges are billed directly to the home payment office separately under split billing procedures. (See question 5).

5. What is Split Billing functionality?

Split Billing functionality is the process whereby fuel purchases are separated from non-fuel purchases. The fuel card processors for the DoD Fleet Card, the Aviation Into-plane Reimbursement Card (AIR Card®), and Ships’ bunkers’ Easy Acquisition Card (SEA Card®) are responsible for separating fuel purchases from non-fuel purchases or splitting the invoice. Charges for non-fuel are directly routed by the card processors to the unit home station billing office and may be done electronically.

6. What training is required prior to obtaining any fuel cards?

The training for enrolling and obtaining any fuel cards is required by the Financial Management Regulation (FMR), Chapter 22, Volume 5, and/or the applicable financial policy. Indoctrination/refresher training can be found on the DESC webpage at: http://www.desc.dla.mil/DCM/DCMPage.asp?pageid=28.

In addition, DoD Fleet Card Accountable Officials must complete specific training offered by their applicable Component Program Manager.

7. What is the AIR Card®?

The AIR Card® is the mission-critical Aviation Into-plane Reimbursement (AIR) Card® Program that provides all U.S. government federal agencies, state and local law enforcement agencies, military services, and authorized foreign governments a means to procure aviation fuel and related ground services. Program customers utilize the AIR Card® to purchase aviation fuel and ancillary services at commercial airports, to include Into-plane contract locations.

8. What aircraft are covered under the AIR Card® Program?

The AIR Card® is available for aircraft used by the military services, federal agencies, state and local law enforcement agencies and authorized foreign governments for aviation fuel and ground services worldwide. The AIR Card® is accepted at over 7,000 commercial airports worldwide. Enrollment is required for any non-DoD participant authorized to use DESC’s Into-plane contract locations. In addition, a Component Program Manager and Accountable Official must be designated as the points of contact responsible for validating purchases under the AIR Card® program account.

9. What ancillary services are authorized for purchasing with an AIR Card®?

The AIR Card® allows purchases of the following fueling-related ancillary ground services:

De-fuel
Re-service
De-icing
Lavatory services
Towing
Oil
Engine start
Backhaul charges

NOTE: These ancillary charges are billed directly to the home payment office separately under Split Billing procedures. (See question 5).

10. What is the SEA Card®?

The SEA Card® is the mission–critical Ships’ bunkers’ Easy Acquisition (SEA Card®) Program that provides the Military services and Coast Guard a means to procure bunker fuel and fuel related services. Federal Civilian Agencies must submit program participation requests to the Government Fuel Card Program Management Office. The program customers access a secure web-based system called DoD-SEA Card® Order Management System (DoD-SCOMS®) to purchase bunker fuel throughout the world. SEA Card® customers schedule deliveries, view and approve resulting transaction data and access reports through the online system.

11. What vessels are covered under the SEA Card® Program?

The SEA Card® is available for U.S. government vessels used by the military services and Coast Guard for bunker fuel at commercial seaports. Use of the program by other Federal Civilian Agencies is upon request. The SEA Card® program allows for fueling at 300 ships’ bunker contract locations worldwide as well as permitting Open Market (OM) or local purchases at non-contract locations in a pilot program. More than 2,500 ports worldwide are covered for OM purchases.

12. What ancillary charges are authorized under the SEA Card® Program?

Demurrage
Backhaul
Overtime
Boom Fee
Fuel Surcharge
Wharfage
Laytime

13. What are the Component Program Management responsibilities?

The Component Program Management (CPM) responsibilities are outlined in DoDM 4140.25, Chapter 16. At a minimum, the CPM must ensure that designated Accountable Officials are trained and appointed to review fuel card transactions against invoices and the manual 1080 bills received from DESC, or the bills received through the Military Standard Billing (MILSBILLS) process. CPMs also take any other actions necessary to ensure disbursements are matched to a corresponding detail-level obligation. Any unmatched obligation may reflect an account error that should be resolved to eliminate MILSBILLS-rejected transactions. For non-fuel transactions, the unit will receive a direct billing from the applicable fuel card contractor. The CPM must ensure validation of the transaction data on the billing statements by matching the charges to the associated merchant receipt.

14. Where can I find more information on fuel card training, fraud prevention, DESC-issued policies and procedures, and management controls?

You can find additional information on the AIR®, SEA®, and DoD Fleet programs at the DESC webpage http://www.desc.dla.mil/ Click on Customer Resources then Click on DESC Fuel Card Programs.

Last Reviewed 5/7/2009

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