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DoD Fleet Card: Tools to Manage By

DoD Fleet Card: Tools to Manage By. Rodolfo Cruz-Olmo 9-13 August 2010. DoD Fleet Card . GFCPMO Organization Scope Policy Hierarchy Levels DoD Fleet Card Features Transaction Processing Wright Express Features and Tools Tools Fraud Prevention and Detection

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DoD Fleet Card: Tools to Manage By

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  1. DoD Fleet Card: Tools to Manage By Rodolfo Cruz-Olmo 9-13 August 2010

  2. DoD Fleet Card • GFCPMO Organization • Scope • Policy • Hierarchy Levels • DoD Fleet Card Features • Transaction Processing • Wright Express Features and Tools • Tools • Fraud Prevention and Detection • Point of Contacts

  3. DIRECTOR Ann Sielaty DEPUTY DIRECTOR Deborah VanKleef PROGRAM MANAGERS ACCOUNT MANAGERS TECHNICAL INTERFACE MANAGEMENT CONTROLS PROGRAM ANALYST Stephanie Lewis-Vance AIR Liz Baines AIR FORCE Mary Culbreth SYSTEM INTEGRATOR Reggie Courtney PROGRAM ANALYST Curtis Hewitt SEA Alexis Anderson ARMY Cynthia Kira SYSTEM INTEGRATOR Michael Park DoD FLEET Rudy Cruz-Olmo FED CIVS & OTHER DOD Linda Sherrod NAVY Don Williams Organization Chart Government Fuel Card Program Management Office

  4. DoD Fleet CardScope • Fleet Cards enable authorized users to buy and pay for fuel & emergency roadside assistance or minor maintenance, in support of official government business. • Fuel Cards may not be used for any other purpose. • Use of the DoD Fleet Card constitutes a Government Order for Supplies or Service in accordance with the Federal Acquisition Regulation (FAR) and is subject to the micro-purchase dollar threshold ($3000).

  5. DoD Fleet CardPolicy • DoD Manual 4140.25-M, DoD Management of Bulk Petroleum, Natural Gas and Coal DoD 4140.25-M Volume II, Bulk Petroleum Management • DoD Government Charge Card Guidebook for Establishing and Managing Purchase, Travel, and Fuel Card Programs DoD Charge Card Guidebook for Establishing and Managing Purchase, Travel, and Fuel Card Programs • DoD Financial Management Regulation (FMR), Volume 5, Chapter 33, April 2005-Accountable Officials and Certifying Officers accessible at: http://www.dod.mil/comptroller/fmr/05/05_33.pdf • OMB Circular No A-123, Improving the Management of Government Charge Cards accessible at:  http://www.whitehouse.gov/omb/circulars/a123/a123_appendix_b.pdf

  6. DoD Fleet Card Hierarchy Levels LEVEL 1 – GOVERNMENT FUEL CARD PROGRAM MANAGEMENT OFFICE - LEVEL 2 – COMPONENT PROGRAM MANAGERS LEVEL 3 – MAJCOM OFFICES LEVEL 4 – REGION/DISTRICT OFFICES (AGENCY PROGRAM COORDINATORS (APCs)) LEVEL 5 – APCs/CERTIFYING OFFICERS LEVEL 6 – ACCOUNTABLE OFFICIALS. LEVEL 7 - CARD USER

  7. DoD Fleet Card Features • The card reflects GSA SmartPay2 at the top, Fleet Card account number, DoD- prior to the Agency/Unit Account Name, and the Fleet Card Contractor (FCC) logo. It has “For Official Government Fleet Use Only” imprinted on the left side. • Electronically swiped • at the pump (Island Card Readers) • Inside terminal • Odometer and Personal Identification Number (PIN) must be entered. • Current Fleet Card contractor is Wright Express (WEX) • May be assigned to a vehicle or to the Unit

  8. DoD Fleet Card Features CARD DESIGN: 13 - digit Wright Express Account Number0494002------ Expiration Date: Valid for three years Card Number – (1st 4 digits) and check digit Customized Embossed Line : DoD - plus the “Unit Name” Embossed Line 2 : Optional Embossing (can be blank if desired) WEX Bug Customer Service Number for any driver issues at the station when fueling – 1-877-939-4872 Roadside Assistance number for help – 1-866-329-3471

  9. DoD Fleet Card Features • Real time notification -- very useful in preventing fraud and misuse of the cards. • Flexible Exception Reporting -- allows customer to remain on the road if preset parameter is exceeded (e.g. assigned monthly limit) while alerting the Accountable Official, Component Program Manager, and DESC-K when a posted transaction exceeds the parameters. • Authorization Controls – assists in preventing unauthorized purchases. • Unique Personal Identification Number (PIN) required for each card. • Each DoD Fleet Card is assigned to an authorization control profile.

  10. DoD Fleet Card Features • Card-Level Authorization Controls help prevent unauthorized purchases: • Results in a hard decline • Control limits can be established for various periods: • Daily, Weekly, Monthly, Twice a Month • Each of these profiles has individual options such as: • Fuel only • Fuel and service (non-fuel purchases are authorized) • Dollar limits for: • Fuel • Oil & Fluids • Parts & Services • Quick Lube • Roadside Assistance

  11. DoD Fleet Card Features • International – Citibank Master Card • Accepted at more than 27 million locations around the globe • Application Process • Complete application and submit to DESC (Link to application: http://www.citigroup.com/transactionservices/home/card_solutions/commercial_cards/fed_govt_svcs/reference/docs/apdxb_forms/cb008.doc • DESC approves application • DESC submits to Citibank for account/card creation • Billing Official and Accountable Official required • Account requires verification number • Issued to Unit or to an Individual for official Government Fleet Use Only • Only two fuel category MAT Codes Templates authorized • Unit is responsible for payment to Citibank for all charges

  12. DoD Fleet Card Features • International (continued) • Micro-purchase threshold of $3000.00 • Authorized Purchases: • Fuels: Gasoline, gasohol, regular unleaded, diesel, CNG, LPG, etc. • Fluids: Oil and lubricants, transmission, differential, windshield washer • Filters & Batteries: Air and oil filters; batteries • Tires & Cleaning: Washing & cleaning and mounting & dismounting snow tires and chains • Parts: Spark plugs, fan and generator belts, wiper arms and blades, fuses, lamps, etc. • Repairs: Collision repair and painting up to Agency authorized limit (Not to exceed the micro-purchase threshold); emergency roadside service, to include towing expense

  13. DoD Fleet Card Transaction Process • All Fuel Transactions • Electronic Data Interchange (EDI) file picked up by DESC • EDI translated file sent to Automated Voucher Examination and Disbursement System for payment to fleet card provider (WEX). • EDI translated file sent to FES for Services obligation document ID • FES processes transactions and sends to DFAMS for inter-fund billing process • Non Fuel Transactions • Invoiced directly to unit and are payable upon receipt • Unit responsible for certifying non-fuel purchases and • Forwarding on to respective DFAS Miscellaneous Pay Office for payment to fleet card provider (WEX).

  14. IF Bill FAS Obligation OVERVIEW OF FLEET CARD TRANSACTIONS VIL Key FCC AFSS Fleet Card Provider Fleet Card Pay-at-Pump

  15. Fleet Card Warfighter UsageYear-to-Date Dollars Transactions * Calendar Year Source: WEX Acct Summary Report *Projected

  16. Fleet CardWarfighter Usage – GallonsYear-to-Date

  17. WRIGHT EXPRESS FEATURES

  18. Wright Express Features

  19. Wright Express Features

  20. Wright Express Features

  21. Wright Express Features

  22. Wright Express Features

  23. Wright Express Features PINs Card Limits Card Data Non-Fuel Invoice

  24. Wright Express Features Authorization Profiles Means for Fuel and Service Micro-purchase limit – cannot be exceed

  25. Wright Express Features

  26. Wright Express Tools

  27. Wright Express Tools

  28. DoD Fleet Card Tools • DESC Website - www.desc.dla.mil • DESC Fuel Card Programs and Points of Contact • Regulations & Guidance • Training • Newsletters • Wright Express Website – https://go.wexonline.com • A/OPC and AO Access • Account Management • Card maintenance • Reports • http://www.wrightexpress.com for accepting locations

  29. Fraud Prevention and Detection • PREVENTION • Document and assign roles and responsibilities at all levels – in progress • Fraud Prevention training – Do’s and Don’ts Guide • DETECTION • Share data on “lessons learned”/best practices • Data Sampling • NOTIFICATION • Contact the DoD Fleet Card Program Manager • Contracting Officer (DESC and/or GSA) • DESC Fraud Counsel

  30. Fraud Prevention and Detection • Remedies Employed • When there have been convictions for fraud, 18 USC § 371, Conspiracy, and 18 USC § 1029(a)(2) access device fraud, DLA and other DoD agencies have debarred the perpetrators on the bases of such federal or state convictions. • Some personnel have been fired or retired in lieu of elimination. • Some units have conducted reports of survey, or financial liability property lost investigations and in some cases held the perpetrators peculiarly liable.

  31. Points of Contacts • Government Fuel Card Program Office • DoD Fleet Card Program Manager • 703-767-8142, DSN 427 • Rodolfo.Cruz-Olmo@dla.mil • Account Managers: DoDFleetCard@dla.mil; • Air Force: 703-767-0673 • Army: 703-767-3422 • DON: 703-767-9552 • DoD Agencies: 703-767-0689 • Wright Express 24/7 Fleet Card Support Team • 1-866-523-8743 • Website: https://go.wexonline.com/online/ • Email: Strategic_Support@wrightexpress.com

  32. DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY 33 33 WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

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