dod fleet card overview

1WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP

DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY


WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

DoD Fleet Card Overview

Rodolfo Cruz-OlmoJune 2012


WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP

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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

• 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



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



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



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



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



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)



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



Control and Stop Fraud• 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

• 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



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.



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



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



Points of Contact• Government Fuel Card Program Management office

– DoD Fleet Card program manager

• 703-767-8142, DSN 427

• [email protected]

– Account managers: [email protected]; • 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: [email protected]



Component Program Managers

• Air Force: (Fleet) Jeffrey J. Ponder, SSgt, USAF, AFELM VEMSO, 757-764-4408/4410

- [email protected]

• Army: Mr. Bill Carico, G-4, 703-614-0873, or Ms. Amy Kness, 703-614-0857

–[email protected]

• Navy & Marine Corps: Mr. Donald Rhoad, Consolidated Charge Card Program Management Division (CCPMD),

717-605-9371, DSN 430-9371

–[email protected]

• US Coast Guard: Ms. Carol Taylor, 757-366-6520

– [email protected]


WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIPWARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP

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WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

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