Aviation Into-plane Reimbursement Card®
Overview
The U.S. Government AIR Card® Program is a government program that provides commercial aviation fuel solutions to the Department of Defense military services and federal civilian agencies government owned aircraft or refueling vehicles. The commercial aviation fuel solutions are available when the aforementioned assets are away from home station or DoD installation products are not available. The AIR Card® is a charge card accepted by DLA Energy into-plane contractors or card accepting merchants operating at global commercial airports. Authorized aviation fuel and specific non-fuel services may be requested by the card user.
AIR Card® Accepting Commercial Airports
The AIR Card® is accepted at commercial airports where there is an active DLA Energy into-plane contract, and card accepting non-contract merchants. Prearrangement for fuel support is available by completing a form located here or contact the AIR Card® customer service team.
AIR Card® Account Setup
Detailed instructions to setup an AIR Card® account are available in the Joint Lessons Learned Info System. Users who already have a JLLIS account can use this direct link to the instructions . NOTE: The link is Common Access Card/Personal Identity Verification card-enabled; if you have multiple certificates, use your PIV certificate if you have one, otherwise use your email certificate.
AIR Card® Authorized Purchases
Authorized purchases with the AIR Card® are aviation fuel, fuel additives, and limited non-fuel services The card user is responsible and accountable for all purchases. Review all purchases annotated by the merchant on the commercial delivery receipt prior to signing. Established policies and guidance are available to assist you in understanding the mandated validation process in the Joint Lessons Learned Info System. Users who already have a JLLIS account can use this direct link to the instructions.
Download a list of authorized AIR Card purchases (PDF)
AIR Card® Benefits
Card benefits include:
- Worldwide card acceptance
- 24/7 customer support
- Online account access
- One card assigned to a government owned aircraft or refueling truck
AIR Card® Hierarchical Support
The AIR Card® program office, partnering with the services, must track the ownership of each AIR Card® account. The hierarchy levels were set up to provide effective controls, communication and overarching responsibility to support the program.
- Level 1 - DLA Energy: Establishes program policies, procedures, guidance, business rules and management controls for the program.
- Level 2 - Component Program Manager: CPMs provide service or agency-specific program management and ensure continuity and accountability of the program within their commands and report directly to DLA Energy.
- Level 3 and 4 - Agency Program Coordinator: The APC is the primary liaison for establishing, administering, maintaining and reporting on the AIR Card® program in their commands.
- Level 5 - Accountable Official (AO) and Certifying Official (CO): The AO is responsible for verifying receipts, creating obligations and paying fuel card bills. The AO may be held pecuniary liable for erroneous payments. The CO is held pecuniary liable for certifying and validating their agency’s non-fuel invoices. AOs are mandated to complete training.
- Level 6 - Card User: The individual that uses the AIR Card® for the purchase of authorized fuel and services. Card users are held responsible to the government for any transaction not made for official government use. Card users are mandated to complete training, sign a Statement of Understanding. Contractors using the AIR Card® are mandated to provide the AO with additional information detailed in the Fuel Card Program policy P-8 prior to usage.
AIR Card® Management Controls
Management controls associated with the card include:
- Price Reasonableness
- Fuel capacity review
- Duplicate billing filters
- Random sampling
- Strategic sourcing
AIR Card® Misuse and Gratuities
Executive Order 12731 of Oct. 17, 1990, titled “Principles of Ethical Conduct for Government Officers and Employees,” clearly identifies the standard of conduct expected of AIR Card® users. Card users are considered government procurement officials when they purchase the fuel and services. Card users shall not misuse the card nor accept gratuities. The card is authorized for official use only.
AIR Card® Split Billing
DLA Energy pays all fuel, additive and fuel-related taxes, and bills the unit at the applicable standard and/or local purchase price. The card provider reimburses the merchant for non-fuel items and promptly invoices the customer AIR Card® account. AIR Card® customers are responsible for paying all non-fuel charges within the guidelines of the Prompt Payment Act. Failure to reimburse the card provider generates preventable and wasteful interest owed and the account will be suspended.
AIR Card® Training Opportunities
Mandatory AIR Card® Accountable Official and Card User training is available via computer-based training that provides a certificate upon completion. Training is located at FuelsTraining.com.
AIR Card® Transaction Process
AIR Card® fuel purchases are provided electronically by the card provider to the DLA Enterprise Business System (EBS). The user must register through the Account Management and Provisioning System for access. NOTE: This link is Common Access Card/Personal Identity Verification card-enabled; if you have multiple certificates, use your PIV certificate if you have one, otherwise use your email certificate.