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DoD Fleet Card Overview

DoD Fleet Card Overview. Rodolfo Cruz-Olmo June 2012. DoD Fleet Card. Program overview Scope Management controls Transaction processing Fleet card usage Resources and training Fraud prevention Accomplishments and highlights Points of contact. Program Overview.

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DoD Fleet Card Overview

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  1. DoD Fleet Card Overview Rodolfo Cruz-Olmo June 2012

  2. DoD Fleet Card • Program overview • Scope • Management controls • Transaction processing • Fleet card usage • Resources and training • Fraud prevention • Accomplishments and highlights • Points of contact

  3. Program Overview • DoD level program office - Policies, procedures, program support • Fiscal 2011 Statistics - 723,000 transactions - $66 million sales (processed at the standard price) - 17 million gallons - $423,000 rebates • Task order renewed exercising option period one - Nov. 30, 2011 to Nov. 29, 2015 • Card renewal - 29,476 cards renewed on 993 accounts

  4. Scope • Fleet cards enable authorized users to buy and pay for fuel and 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 and is subject to the micro-purchase dollar threshold ($3000). • DoD-Fleet international coverage - Citibank Master Card • Accepted at more than 27 million locations around the globe • Application process • Complete application and submit to DLA Energy (Link to application:) http://www.citigroup.com/transactionservices/home/cardsolutions/ commercialcards/fedgovtsvcs/reference/docs/apdxbforms/cb008.doc

  5. Management Controls • Hierarchy Levels HL 1-7 • Issued to a unit not an individual • Driver Identification • Effective November 2011 • Easy to differentiate from GSA Fleet Card • Embossed • Management Controls • Fuel only cards • NACS Codes identify specific purchases • Card activation process • Authorization Profile settings • By account • By card • Multiple profiles per account • Limits • Reports

  6. DoD Fleet Card Transaction Process • All Fuel Transactions • Fuel paid by DLA Energy and customer billed through MILSBILLS process at standard price • 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, Wright Express

  7. Resources • DLA Energy – https//:www.us.army.mil/suite/page/646830 - Fuel card programs and points of contact - Regulations and guidance - Reference materials for enrollment requirements - Newsletters • Wright Express – https//:go.wexonline.com - A/OPC and AO access - Account information such as invoices - Card maintenance – new, cancel and replacement cards - Account management - Reports - Accepting locations

  8. Training • DLA Energy – https://www.us.army.mil/suite/page/646830 - Required fleet card accountable official training - Initial training - Refresher training (every three years) - Additional training required by agency or CPM • Wright Express – https://go.wexonline.com - Monthly webinar training sessions – every third Thursday of each month at 1:00 p.m. (EST)

  9. Fraud Prevention • Warning Signs • Incentive • Situational pressure/financial need or desire • Rationalization • Ability to justify an act as being inconsistent with one’s personal integrity • I’ll pay the money back • They don’t pay me enough • Opportunity • Knowledge, information, technical skill or having the ability to conceal a dishonest act • Lack of internal controls or deterrence by management • Start with a small amount of fuel purchases, if no one notices, the amount will usually grow larger

  10. Control and Stop Fraud • Internal Controls • Management support who pay attention to internal controls • Limit the number of cards issued • Train all cardholders • Internal audit and review • Consequences for abuse • Segregation of duties • Payment approval process • Sensitive property controls • Timely cancellation of cards • Hotline tips and complaints • Cards turn-in to out-processing and deployment checklist • Cards inventory and review of responsibilities to change of AO/Command checklist • Documentation • Program participants should retain the following documents • Fuel Receipts • Transaction date and time, purchase amount, total gallons, and fueling location • Tank capacity records • Time sheets, work schedules • Mileage logs, sign out sheet • Average miles per gallon • Statement of understanding signed by cardholder

  11. 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. • Violators have also been jailed, disciplined, fired, reassigned 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. • Violations can result in loss of security clearance.

  12. Contact Information and Helpline • DLA Hotline Program Office (DCIA) • Toll Free Telephone Number: 1 (800) 411-9127 • Telephone: (703) 767-5445/ DSN: 427-5445 • DLA Counsel-Energy • Telephone: (703) 767-5020 • Fraud Counsel • Telephone: (703)767-5001/DSN 427-5001

  13. Accomplishments and Highlights • Accomplishments • - Winner of the 2007 David Packard Acquisition Excellence award • - Major policy development • - DoD Manual 4140.25 • - OMB Circular A-123 • - DoD Charge Card Guide • - Quarterly program newsletter • Highlights • - WAWF- DON rollout • - Program management reviews • - Electronic account set-up • - Wright Express Online – reporting phase III • - Account suspension after 180 days of inactivity or delinquency

  14. Points of Contact • Government Fuel Card Program Management 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 • Navy: 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

  15. Component Program Managers • Air Force: (Fleet) Jeffrey J. Ponder, SSgt, USAF, AFELM VEMSO, 757-764-4408/4410 • - Afelm.vemso@langley.af.mil • Army: Mr. Bill Carico, G-4, 703-614-0873, or Ms. Amy Kness, 703-614-0857 • DAFuelCard@hqda.army.mil • Navy & Marine Corps: Mr. Donald Rhoad, Consolidated Charge Card Program Management Division (CCPMD), • 717-605-9371, DSN 430-9371 • FLEET_Card@navy.mil • US Coast Guard: Ms. Carol Taylor, 757-366-6520 • DODFLEETCARD@USCG.MIL

  16. DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

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