Department of Defense Fleet Card


Overview

The Department of Defense Fleet Card Program uses a fuel charge card to provide the DoD and U.S. Coast Guard a means to procure ground fuel, parts, maintenance and roadside assistance worldwide at commercial service stations while conducting official government business. The DoD Fleet card is limited to vehicles owned or leased by the DoD. The General Service Administration wet-leased vehicles are not covered under this program. The program is managed by DLA Energy under a tailored task order with the GSA Smart Pay®2 contract.

Establishing an Account

Accounts are established through the military service or DoD agency component program manager. The CPM ensures the correct billing information is provided. An accountable official must be nominated and appointed in writing to personally ensure the accuracy, propriety and legality of every invoice and subsequent payment. The AO must be a government or military employee, not a contract employee. Furthermore, the AO must complete the DoD Fleet Card training prior to assuming this responsibility. Applications and training for the DoD Fleet Card are available. This link is Common Access Card-enabled; if you have multiple certificates, please use your email certificate.

The same process applies when establishing a Citibank Master Card for overseas customers.

DoD Fleet Card Processing

Fleet card purchases are processed by WEX, and split between fuel and non-fuel purchases. WEX sends the fuel transactions electronically to the Business Systems Modernization - Energy Fuels Automated Systems Enterprise Server. Transaction details are approved through a process ensuring appropriate purchasing policies are followed and purchase details are correct. Transactions are loaded into the system for DLA Energy processing and forwarding to the Defense Finance Accounting Service for payment. The transactions are rolled up by the fuel transaction date and the DoD activity address code, and a document number is assigned creating the services obligation.

Split Billing Process

Split billing is a means to use the Defense Working Capital Fund to pay for the “fuel” portion of the invoice for your account. For fuel transactions, DLA Energy acts as the certifying office and DFAS Columbus is the paying office. For the non-fuel invoice, each unit appoints a certifying officer, and the applicable DFAS office for the unit is the paying office. Individual units should process the non-fuel invoices from the fleet card contractor through their established channels in accordance with the Prompt Payment Act.

Authorized Purchases

The use of the DoD Fleet Card constitutes a government order for supplies or services in accordance with the Federal Acquisition Regulation and is subject to the micro-purchase dollar threshold of $3,500. A listing of authorized fuels and non-fuel products and services is available for reference. This link is Common Access Card-enabled; if you have multiple certificates, please use your email certificate.

Overseas Coverage

Due to limited international fleet card coverage, a Citibank Master Card is issued to overseas customers. The Citibank Master Card is only allowed for overseas coverage due to the limited transaction detail data obtained. The card may be issued to the unit. It allows the customers to purchase fuel and services as authorized on the DoD Fleet Card up to the micro-purchase threshold. It is the unit’s responsibility for payment to Citibank for all purchases. DLA Energy oversees the purchases to ensure only authorized purchases are obtained.

Misuse and Gratuities

Executive Order 12731 of Oct. 17, 1990, titled “Principals of Ethical Conduct for Government Officers and Employees,” clearly identifies the standard of conduct expected of fleet card users. Card users are considered government procurement officials in that they order the fuel and other supplies and commit the government to purchase those items. As such, they shall not misuse the card nor accept gratuities, and they must use the card as authorized for official use only.

Many individuals at the activity level play key roles in the success of the program. They are listed below with their primary responsibilities:
  • Component Program Manager: CPMs provide service or agency-specific program management and ensure continuity and accountability of the program.
  • Agency Program Coordinator: The APC is the primary liaison for establishing, administering, maintaining and reporting on the DoD Fleet Card program.
  • Commanding Officer: Provides oversight and management of the DoD Fleet Card program within their commands.
  • Accountable Official: The AO is responsible for the fleet cards and supporting the certification of payments. The AO may be held pecuniary liable for erroneous payments.
  • Certifying Official: The CO is pecuniarily liable for certifying and validating their agency’s non-fuel invoices.
  • Activity or Organization Point of Contact: If requested by accountable official or certifying official, the A/O POC obtains the DoD Fleet Card, vehicles, training and other related materials.
  • Card User: The card user is the individual that uses the DoD Fleet Card for the purchase of authorized goods and services. Card users are held responsible to the government for any transaction not made for official government use.
Management Tips
  • Ensure correct billing information is provided when establishing an account.
  • Ensure the DoD Fleet Card users understand proper procedures.
  • Do not share the Driver ID number associated with each individual fleet card.
  • Monitor accounts for inactive cards.
  • Monitor delinquencies to avoid account suspension.
  • Know what items are authorized for purchase.
  • Stay alert to possible fraudulent activity.
Points of Contact

The following offices can be contacted for more information about working with DLA Energy for your DoD Fleet Card needs. The can be reached by fax at 703-767-8746, or by DSN fax at 427-8746.


DLA Energy Contacts (also accessible by email at DODfleetcard@dla.mil)
   
Title
 
Phone
 
DSN Phone
   
Army Customer Account Specialist
  703-767-3422
  427-3422
   
Air Force Customer Account Specialist
  703-767-0673
  427-0673
   
Navy/Marine Corps Customer
Account Specialist
  703-767-9552
  427-9552
   
Federal Civ. Agencies Customer
Account Specialist
  703-767-0689
  427-0689
   
             
Service Component Program Manger Contacts
   
Title   Phone   DSN Phone
  Email
U.S. Air Force, VEMSO
  757-764-4410
  312-574-4410
  afelm.vemso@langley.af.mil
 Additional Air Force contact
  757-764-4408
  312-574-4408
 
U.S. Army, HQDA, G4
  703-614-0857
  312-224-0857
  DAFuelCard@hqda.army.mil
Dept. of Navy, Consolidated
Card Program Mgt.
  717-605-5928
  312-430-5928
  Fleet_Card@Navy.mil
 Additional Navy contact
  717-605-9361
  312-430-9361
   
 Additional Navy contact
  717-605-9371
  312-430-9371
   
U.S. Coast Guard, USCG
Energy Program
  757-366-6520
  757-413-7206
 

dodfleetcard@uscg.mil

Additional USCG contact
  757-579-6134
  757-523-6909
   
 Additional USCG contact
  757-413-7282