STATE FUEL CARD PROGRAM

1. STATE FUEL CARD PROGRAM

2. New Fuel Card Established The Department of Management Services (DMS) has established a state term contract with Transmontaigne Products Services , Inc. and Comdata Network, Inc. to provide fuel card services to State agencies and other eligible users on a MasterCard platform. This contract replaces the Voyager Card program instituted by DMS over 10 years ago. The new fuel card is made available to the Department with no card fees or other program costs. Cards will continue to be assigned to a vehicle or piece of equipment, as appropriate.

3. Fuel Card Design The look of the new State Fuel Card should be familiar to many DEP employees. The photograph used for the card was provided to Comdata Network, Inc. courtesy of the Department’s Division of Recreation and Parks. The white sandy beaches and sea oats depicted on the card can be found at our own Grayton Beach State Park.

4. Directive DEP 660 The Department has established Directive DEP 660 “State Fuel Card Program” to implement the use of the State Fuel Card Program in accordance with the State Contract.

5. Personnel Action Any employee found to have violated directive DEP 660 will be subject to disciplinary action up to, and including, termination of employment. Prior to receiving a Personal Identification Number (PIN), authorized employees are required to sign the “Florida Fuel and Maintenance Card Program User Agreement” (DEP 55-004), acknowledging their responsibilities under this program. Do not sign this form until you have conducted a thorough review of directive DEP 660.

6. Policy It shall be the policy of the Department to utilize the State Fuel Card for obtaining the following commodities/services for Department-owned and operated vehicles, boats, and other equipment. • fuel, • lubricants, • emergency repair/maintenance services, and • car washes purchased at the fuel pump.

7. Drivers’ License Policy This drivers’ license must also be the correct type and class for the vehicles they will be required to operate. All Department employees authorized to operate Department-owned vehicles must maintain a current and active drivers’ license issued by their State of official residence.

8. Department Employee What constitutes a Department Employee who can be authorized to operate Department-owned vehicles/equipment under the Fuel Card Program? As defined in directive DEP660, an employee is an individual filling a career service, select exempt service, senior management service, other personal service (OPS) or volunteer position. (Volunteers should be limited to key “regular” volunteers.) An employee does not include an independent contractor working under a purchase order or contract with the Department.

9. Personal Identification Number (PIN) In order to obtain a PIN, an authorized employee must provide the Department’s Fuel Card Administrator with their valid drivers’ license information. All drivers’ licenses will be verified prior to the issuance of a PIN. Drivers operating a vehicle requiring a Commercial Drivers License (CDL) will have a unique PIN assigned that will allow them to fuel that type vehicle and other vehicles. Drivers’ Licenses will undergo periodic sampling to verify the validity of a license.

10. PIN Protection • Do not share your PIN with anyone. • Each authorized driver will be given a quick look wallet card containing important fuel card information. Keep your quick look wallet card in a safe, secure place. • Report any concerns you have regarding the security of your PIN to the Fuel Card Administrator.

11. Quick Look (PIN) Wallet Card Provides • 6-digit employee id. • Key contact info for: • DEP Fuel Card Administrator • Comdata Customer Service • DEP Account Number • Account Zip Code John Doe 123456

12. Fuel Card Types • Dedicated Fuel Card – Assigned to a specific vehicle or piece of equipment. Card identifies the vehicle or equipment number in the lower left hand area of the card. • Miscellaneous Fuel Card – Used to fuel tractors, ATVs, lawnmowers, chain saws, small boats (with motors less than 50 hp in size) etc. All miscellaneous fuel cards will begin with a prefix of “MFC”. (See lower left hand area of card for number.) The Department will utilize two distinct types of fuel cards.

13. Truck = Fuel Card No. 2 Airboat = Fuel Card No. 1 Answer: 2 Dedicated fuel cards must only be used for the vehicle or piece of equipment the card is assigned. Based on the different fuel card types discussed, answer this question: If you are on travel status with your State vehicle and an airboat and want to top off the fuel tanks for both items, how many fuel cards will you be using to accomplish this task?

14. Can a miscellaneous card be used for a vehicle or piece of equipment that has an assigned dedicated fuel card? Under certain situations an authorized user may use a miscellaneous fuel card to fuel a vehicle or piece of equipment that is supported by a dedicated fuel card. These situations include: • When a dedicated fuel card has been reported missing or lost to the DEP Fuel Card Administrator and a replacement card has been ordered. • When the magnetic strip on the assigned fuel card has failed and a replacement card has been ordered. • When a new vehicle or piece of equipment has been received and the program area is awaiting receipt of the dedicated fuel card. Remember, the DEP Fuel Card Administrator is the only person that can order new or replacement fuel cards!

15. When fueling vehicles and equipment, authorized drivers should strive to use “pay at the pump” gas stations. By following this recommendation, drivers ensure that approval to utilize the fuel card is obtained prior to all fueling activities. Routine Fuel Purchases

16. Don’t let the gas gauge fall below a quarter of a tank before refueling. This will enable a driver to have time to react and seek assistance for any fuel card issues prior to it becoming a crisis management situation. Fuel Card Tip

17. Pay at the Pump Procedures • Insert card into the reader. • The keypad device will request an ID #. Always enter your 6 digit Personal Identification Number (PIN), also known as employee ID. • The keypad device will request your Odometer reading. Enter your Odometer reading. (Your odometer reading may be in miles or hours, dependent on the equipment being fueled.) • Some fueling sites may ask for the account zip code as an additional data entry requirement. If this occurs, enter “32399”.

18. Fuel vehicle • When prompted, select YES for receipt. • Take receipt. • Sign receipt, print your name, date and include tag/property or Miscellaneous Fuel Card (MFC) number, as appropriate. If any charge lacks detail of purchase on receipt, provide clear description of the purchase. • Update the monthly usage log to reflect the purchase. • Place receipt in the zippered case maintained with the log. John Doe John Doe 01/01/2000 DEP04622 Sample Fuel Receipt 01/01/2000 Fuel Express Gas Station Unleaded 15.56 gallons @ $2.1099 gallon Total: $32.83 Arrive Alive!

19. Issue Fueling ends before tank filled. Fueling station sets per transaction limits (i.e., $50 limit). PIN won’t work. PIN still won’t work. Card can’t be read at the pump. Purchasing limit reached. Response Repeat pay-at-the-pump fueling procedure to fill tank. Restart the process and try PIN again. Contact DEP Fuel Card Administrator. Consider using another facility. If problem still exists, try to use the card inside the station. Call Fuel Card Administrator to report the problem. Contact Fuel Card Administrator for assistance. Daily/monthly limits have been established for each fuel card. Possible Pay-at-the-Pump Issues

20. In Store Purchases • This method should only be used when absolutely necessary. • Information transferred may not contain sufficient detail to support re-pricing purchase to remove federal taxes. • Copies of invoices to support monthly bill may have to be provided to the Department of Financial Services prior to paying Department fuel bill. • Possibility exists that fueling site might not be able to accept card for payment. • If fueling site unable to process, employee responsible for making payment and then seeking reimbursement from DEP using DEP53-020 Reimbursement Voucher for Expenses Other than Travel.

21. In Store Purchase Risks • Loss of Savings for Fuel Purchase. • Additional paperwork required. • Fueling site may not accept card. • Employee responsible for payment and seeking reimbursement.

22. Follow prompts that allow you to “Pay Inside”. NOTE: Prompts may vary. Steps to Follow to Pay Inside 1. Confirm that the fueling location is on your MasterCard fueling network. 3. Fuel vehicle

23. Give store clerk your MasterCard. Store clerk will swipe your card. The pinpad device will request your ID #. Always enter your 6 digit employee ID.

24. The pinpad device will request your Odometer information. Enter your Odometer reading. • Sign the receipt. • Make sure that you record the vehicle/ equipment/MFC number, date and print name under signature. • Take your copy of the receipt and file in the monthly log folder. Vehicle Log

25. Locations without Pinpads If the fueling location you have selected does not have a Pinpad device, the store clerk will ask you for the following: • Your employee identification number. • The odometer reading at time of fueling.

26. DOT Fueling Locations All DOT fuel sites will accept the Comdata fuel card, replacing the former key system. The procedures to be followed when using a DOT site vary somewhat from the procedures to be followed at retail stations. DOT will require that the vehicle, equipment, or MFC identification number be entered at the pump in addition to your assigned PIN. Make sure you enter the complete number as reflected on the fuel card. For example, the vehicle commonly referred to as DEP4622 would be entered at the pump as “DEP04622”. This information corresponds with the vehicle number appearing on the lower left side of the fuel card. The instructions for using DOT fuel sites can be found at the following website: http://emis.state.fl.us/DOT$CARDINST.pdf A list of DOT fuel sites can be found at the following website: http://emis.state.fl.us/DOTFuelSites.pdf

27. Fuel Cost ComparisonRetail Stations vs. DOT Sites

28. Lost or Stolen Fuel Cards • Immediately report to the Fuel Card Administrator. Fuel Card Administrator will take steps to block card from further use. • If after hours, contact Comdata directly and ask that the card be blocked. Provide account number (XF831) and vehicle/equipment number. Report this communication to the Fuel Card Administrator. • Confirm by email to the Fuel Card Administrator the status of the card – found, lost or stolen. • Fuel Card Administrator will take appropriate steps to reactivate the card or cancel the card and order replacement. Invoice Due: $3,432.25

29. Emergency Repairs and Maintenance Usage of the State Fuel Card for repairs and maintenance is limited to “emergency” situations, subject to receipt of proper authorization from the Fuel Card Administrator. All routine repairs and maintenance will continue to be handled using the P-Card or MyFloridaMarketPlace, as appropriate.

30. Emergency Authorization Process • Contact Department’s Fuel Card Administrator to report the emergency and obtain an authorization number. • Be prepared to provide the following information: • Situation giving rise to the emergency, • the proposed vendor and vendor location, and • the estimated cost. • Upon receipt of the authorization number, the user may instruct the vendor to complete the work. • A copy of the invoice for the services (noting the emergency authorization number) must be faxed, or scanned and emailed, to the Fuel Card Administrator to support the emergency authorization given.

31. After Hours Emergency What are considered after hours? • Weeknights • Weekends • State Observed Holidays What action should be taken? Obtain needed repairs with fuel card and contact Fuel Card Administrator before noon Eastern Time the next official work day (Monday through Friday).

32. Miscellaneous Fuel Cards • Issued to program areas with special equipment needs (chainsaws, lawn mowers, ATVs, etc.) where a dedicated fuel card will not be assigned to a piece of equipment. • Requires completion of a monthly log supported by receipts. • Requires reporting in the Equipment Management Information System (EMIS) monthly. • Monthly EMIS fee of $1.75 will be charged by DMS to appropriate program area for each Miscellaneous Fuel Card (MFC) issued.

33. Bulk Fuel Purchases • Should be purchased using MyFloridaMarketPlace. • Must be purchased off of appropriate State Term Contract (bulk fuel contract, if available). • Rare situations may be authorized using Miscellaneous Fuel Card after receipt of memo evidencing management approval and receipt of an authorization number from DEP Fuel Card Administrator. 500 Gallon Fuel Tank

34. Monthly Usage Log Must be maintained for the following: • All vehicles in DEP Fleet. • All equipment issued a dedicated fuel card and/or required to be tracked in EMIS. • All active miscellaneous fuel cards. Monthly usage information (regardless of whether used or not) must be reported in EMIS no later than the 12th day of the month following the end of each completed calendar month.

35. Monthly Usage Log Forms Two different monthly usage log forms have been created for this program. • Monthly Vehicle/Equipment Usage Log (DEP 55-002) – to be used for vehicle/equipment with a dedicated fuel card and/or required to be tracked in EMIS. • Monthly Miscellaneous State Fuel Card Usage Log (DEP 55-006) – to be used for a miscellaneous fuel card.

36. Monthly Log Receipt Form Must be prepared for each item requiring a monthly usage log. What receipts are included on the Monthly Receipt Log? • State Fuel Card Receipts • Copies of fuel receipts for fuel purchased by an employee, including a copy of the reimbursement request for expenses other than travel. (Redact social security info.) • Copies of MyFloridaMarketPlace purchase order receipts for vehicle/equipment activities undertaken during the month for the specific vehicle/equipment item. • Copies of P-Card receipts (with payment processing information) for activities undertaken during the month for the specific vehicle/equipment item.

37. Scanning Logs Program areas will be required to scan log information into Oculus by the 12th day of the month following each completed calendar month. A complete package for scanning will consist of the appropriate monthly usage log and the receipt log submittal form (including copies of all receipts). For detailed instructions regarding this procedure, program area representatives responsible for this activity should review the guidance document entitled “DEP State Fuel Card Reporting Instructions” available at the DEP State Fuel Card website.

38. Audit Review • Periodic audits will be conducted on fuel card activity and monthly usage logs/receipt forms. • Usage logs must be completed timely and accurately, recording mileage, fuel purchases, maintenance and repairs (whether authorized for purchase with the fuel card or procured via MFMP or the P-Card). • EMIS records must be updated timely and report all expenses associated with a vehicle or piece of equipment. Also, Miscellaneous Fuel Card expenses must be entered into EMIS. • Scanning of monthly usage logs and receipt forms into Oculus must be performed timely. Deadline for entering data into EMIS and Oculus is the 12thday of the month following each completed calendar month.

39. Additional Information Additional information regarding the State Fuel Card Program can be found at the following DEP website: http://depnet/admin/gs/fuelcard/default.htm This site will provide access to some management level reports including, but not limited to: • Invoiced Monthly Charges • DEP Authorized Drivers • DEP Account Hierarchy • DEP Cost Allocation Information

40. Fuel Card Administrators Employees may communicate with the Department’s Fuel Card Administrators via e-mail (Fuel_Administrator@dep.state.fl.us) or by telephone (850/245-2389). The following individuals serve the Department as Fuel Card Administrators: • Gwenn Godfrey • Leon Scott • Tally Walker • Darinda McLaughlin (Payment Issues Only)

41. Click Here to Complete the Fuel Card Training Drive Safely!