Department of Defense Fleet Card
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®3 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. 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.
The same process applies when establishing a U.S. Bank Fleet (OCONUS) Master Card for overseas customers.
DoD Fleet Card Processing
Fleet card purchases are processed by Voyager, and split between fuel and non-fuel purchases. Voyager sends the fuel transactions electronically to the Enterprise Business Solution 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.
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 $10,000. A listing of authorized fuels and non-fuel products and services is available for reference. 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.
Due to limited international fleet card coverage, a U.S. Bank Master Card is issued to overseas customers. The U.S. Bank 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 U.S. Bank 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.
- 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.