FUEL CARD CARDHOLDER WORK RULES

OVERVIEW

The fuel card program is co-sponsored by the Department of Administrative Services Procurement Services and the Office of the State Comptroller. Drivers of state-owned and rental vehicles must continue to obtain fuel at state-owned stations located throughout the State. The fuel card is designed to provide state agencies with a universal fuel card that allows state drivers to purchase fuel for state -owned vehicles or rental vehicles outside of normal work hours, out of state, or in an emergency for business travel purchases. The fuel card replaces the individual gas cards held at agencies.

WORK RULES

The fuel card cardholder Work Rules provide information about the process, the types of purchases that can and cannot be made, records that must be maintained and reconciled for each cycle, and other pertinent information.

This guide is a description of the work rules for any employee entrusted with the fuel card. Please remember that you are committing agency funds each time you use the fuel card. You are the person responsible for all charges made to the card that has been issued to you. Intentional misuse or fraudulent abuse may result in disciplinary action up to and including dismissal.

HOW IT WORKS

The fuel card is issued by USBank Voyager Fleet Systems. The Voyager Fuel Card is accepted by every major brand, in all 50 states, at more than 220,000 retail locations. Each card has custom designed features, with built-in controls, to meet the specific needs of the cardholder and the agency.
The process is fully automated, allowing all fuel purchases to be tracked and easily managed. Fleet Commander Online is an internet-based account management software that provides program management. Fuel card coordinators will have the ability to customize controls to manage their fuel purchases, evaluate costs and customize reports.

PROCEDURES

Fuel Cards are either assigned to a State of Connecticut employee or a unit within an agency to enable fuel purchases to be made as outlined in these procedures. Agencies determine the best practice for assigning Fuel Cards to best meet their needs. Each Agency will develop their internal procedures to track use and policy compliance for the usage of the Fuel Cards.

POLICY FOR FUEL CARDS

The fuel card is to be used only for the purchase of fuel for state-owned vehicles or rental vehicles outside of normal work hours or when traveling out of state on state business. In no event shall Fuel Cards be used to refuel personal vehicles. The fuel card is to be used for a minimum amount of commercial fuel purchases only to meet an immediate or emergency need after hours or when an employee is out of state. The fuel card is to be used in conjunction with DAS General Letter 115.

State vehicles shall be fueled at state-owned stations throughout Connecticut, except when an employee on agency business is unable to obtain fuel at a state-owned station because he or she is:

(1) working after hours,
(2) in an area of the state not served by a state-owned station, or
(3) prevented from doing so by an emergency or other unforeseeable circumstance.

Under such circumstances, the employee shall be permitted to use the Fuel Card to obtain fuel.

Every effort shall be made by the employee to fuel state owned and operated vehicles at one of the 87 State of Connecticut fueling sites.

Below is a link on the DAS website for fueling station locations and hours of operation.
http://www.das.state.ct.us/Fleet/ABC%20Station%20Listing.htm 

CREDIT CARD LIMITS

The Fuel Card Program provides enhanced control for each transaction. When the merchant at the point-of-sale requests a purchase authorization, the Voyager Fuel Card system validates the transaction against pre-set limits established by the agency. All transactions are approved or declined (instantaneously) based on the following fuel card authorization criteria:

•  Monthly Dollar limits per cardholder not to exceed $200

These limits are required for each card. Your fuel card coordinator has determined what these pre-set limits will be for your fuel card. If any of these limits are reached, further transactions in that month's billing cycle will be declined.

HOW TO USE THE FUEL CARD FOR FUEL PURCHASES

The Fuel Card may be used to purchase fuel at gas stations that accept the Voyager Fuel card. The Voyager Fuel card is accepted by major fuel companies throughout the United States.

1. If the gas station has island terminals located at the pump, you may use your Fuel Card at the pump. If there are no island pump terminals, see the attendant inside to process your transaction.

2. Swipe your card at island pump terminal.

 

3. If the pump terminal requires you to choose either "credit" or "debit", press the "credit" key.

 

4. The terminal will then prompt for a PIN number. Enter this number and press enter.

 

5. If the sale is processed manually, write the ID# reading on the receipt/ticket.

 

6. Enter the purchase transaction information on the cardholder's Purchase Log. See "Completion of the Purchase Log."

7. Retain all receipts pertaining to the purchase and provide to the agency Fuel Card Coordinator.

NOTE: If the terminal at the pump is not reading the card, go inside to see the attendant. If the attendant has any questions or concerns with the processing of the fuel card, present the Voyager Driver Instruction Booklet. If the attendant has any further questions, provide him/her with the telephone number on the back of the fuel card for assistance in processing the transaction.

CONTRACT COMPLIANCE

While the fuel card is a purchasing tool, it does not signal a change in policy regarding compliance with the Department of Administrative Service's General Letter 115, Policy For Motor Vehicles Used For State Business.

PROOF OF PURCHASE DOCUMENTATION

Receipts are required for each fuel card transaction and must be submitted to the fuel card coordinator.

MONTHLY CARDHOLDER STATEMENTS

Each agency fuel card coordinator will print a USBank/Voyager Statement for each billing cycle. The cycle cutoff date is the 23rd of each month. The statement identifies each transaction made with the fuel card during the billing cycle, and is reconciled against the fuel card log.

RECONCILING YOUR ACCOUNT

Compare each transaction on the USBank/Voyager statement with each transaction recorded on the fuel card log or against the fuel card receipts. There must be a receipt for each transaction on the billing statement.

The fuel card statement (Fleet Commander On-Line) must be signed by each coordinator as proof of reconciliation. After the proper signature is attained, it should be forwarded to the agency's business office with the original Fleet Commander On-Line statement and the original receipts inside, by the last day of the month.

RESOLVING STATEMENT ERRORS AND DISPUTES

Most errors and disputes can be resolved between you and the supplier directly. However, if there is a charge that is not recognized by you, or if it appears to be incorrect, and you are unable to straighten it out with the vendor, it can be disputed through Voyager Fleet Systems. Submit the "Dispute Form" (see Exhibit B) with supporting documentation within thirty (30) days of the statement date to your agency fuel card coordinator. Your agency fuel card coordinator will fax the paperwork to Voyager/USBank and wait for a response.

Fuel card accounts will be paid in full regardless of whether or not there is a disputed transaction. When Voyager Fleet Systems has completed the investigation, you will be notified of the resolution. If the dispute is settled in your favor, your account will be credited for the disputed transaction amount.

During the dispute process, the Program Administrator may be required to request copies of a receipt or invoice.

PAYING THE BILL

The fuel card is a corporate account. The fuel card bill will be paid in full each month by your agency's business office.

WHAT TO DO IF YOUR CARD IS LOST OR STOLEN

The Fuel Card should be secured, just as you would secure your personal credit cards. If your Fuel Card is lost or stolen, it is your responsibility as the cardholder to immediately report this to Voyager Fleet Systems and cancel your account. Please follow these instructions:

• Immediately contact Voyager Fleet Systems at 1-800-987-6591 (Voyager Fleet Systems representatives are available 24 hours a day, seven days a week.)
• Contact your agency Fuel Card Coordinator - phone #: _____________________
• Contact the Fuel Card Program Administrator at (860) 713-5072.

DEPARTMENTAL CHANGES

If you transfer to a new department or leave the agency, return your fuel card to your agency fuel card coordinator immediately. Your card will be cancelled.

FUEL CARD AUDIT ACTIVITY

To ensure the continued success of the Fuel Card Program and to meet audit requirements, random audits will be made by appropriate personnel, including the Auditors of Public Accounts and the Office of the State Comptroller. The random audits are to help ensure adherence to the Program's policies and procedures.

FUEL CARD USER LOG
The release of the fuel card from its secured location to the card user shall be tracked through the use of the Fuel Card User Log form. On this document, the Card User's name shall be recorded and his or her signature obtained. The date and time the card is being taken shall be indicated. When the card user returns the fuel card, that date and time shall be recorded. The fuel card coordinator shall sign and date the fuel card user log and submit it for payment at the end of each billing cycle.

FUEL CARD PAYMENTS
Schedule of Payment Due Dates
For Fiscal Year 2010 & Fiscal Year 2011

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