Fuel card training powerpoint

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STATE FUEL CARD PROGRAM
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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.

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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 Departments
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.
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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.

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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.

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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.

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Drivers License Policy
All Department employees authorized to operate
Department-owned vehicles must maintain a current
and active drivers license issued by their
State of official residence.

• This drivers license must also be the correct
  type and class for the vehicles they will be
  required to operate.

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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.
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Personal Identification Number (PIN)

• In order to obtain a PIN, an authorized employee
  must provide the Departments 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.

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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.

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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
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Fuel Card Types

• The Department will utilize two distinct types of
  fuel cards.

• 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.)

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• 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?

Answer 2
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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!
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Routine Fuel Purchases

• 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.

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Fuel Card Tip

• Dont 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.

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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.

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• 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 _at_ 2.1099
gallon Total 32.83 Arrive Alive!
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Possible Pay-at-the-Pump Issues

• Issue
• Fueling ends before tank filled. Fueling station
  sets per transaction limits (i.e., 50 limit).
• PIN wont work.
• PIN still wont work.
• Card cant 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.

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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.

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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.

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Steps to Follow to Pay Inside
1. Confirm that the fueling location is on your
MasterCard fueling network.

1. Follow prompts that allow you to Pay
   Inside. NOTE Prompts may vary.

3. Fuel vehicle
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1. Give store clerk your MasterCard.

1. Store clerk will swipe your card.

1. The pinpad device will request your ID . Always
   enter your 6 digit employee ID.

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1. The pinpad device will request your Odometer
   information. Enter your Odometer reading.

1. 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
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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.

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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/DOTCARDINST.pdf A list
of DOT fuel sites can be found at the following
website http//emis.state.fl.us/DOTFuelSites.pdf
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Fuel Cost ComparisonRetail Stations vs. DOT Sites
COMPARISON OF RETAIL AND DOT IN-HOUSE FOR UNLEADED GASOLINE AT MIDWAY OPERATIONS (DATE 01/07/2008) RETAIL STATIONS DOT SITES
CONTRACT VENDOR MARKUP AND APPLICABLE TAX (Note DOT locations do not carry a retail markup.) 0.4355 0.3327
GASOLINE UNL 87 OCTANE TERMINAL BAINBRIDGE, GA 2.5573 2.5573
DOT MARKUP   0.0400
Total price per gallon 2.99 2.93
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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
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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.

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Emergency Authorization Process

• Contact Departments 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.

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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).
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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.

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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
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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.

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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.

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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.

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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.

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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 12th day of the month following each
completed calendar month.
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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

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Fuel Card Administrators

• Employees may communicate with the Departments
  Fuel Card Administrators via e-mail
  (Fuel_Administrator_at_dep.state.fl.us) or by
  telephone [phone]).
• The following individuals serve the Department as
  Fuel Card Administrators
• Gwenn Godfrey
• Leon Scott
• Tally Walker
• Darinda McLaughlin (Payment Issues Only)

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Drive Safely!