1 PURPOSE

This regulation prescribes USDA policies, procedures, and responsibilities for use
of the fleet credit card. Other fleet issues, such as use of alternative fuels,
recycled products, safety, equipment, authorized vehicle uses, and delegation of
authorities, are addressed in the Agriculture Property Management Regulations
(AGPMR) 110-34. The AGPMR is available online at
http://www.dm.usda.gov/pmd/directives.htm.

2 SPECIAL INSTRUCTIONS/REVISION

1. DR 5400-6 dated January 25, 2006, is being revised because it does not
   address the procedures for Fleet Card purchases over $1,500.00. Also,
   section 12 is being updated to emphasize the fact that pool cards are to be
   used, pending receipt of a replacement card, only in emergency situations
   and in case a fleet credit card is lost or stolen.
   
   
2. Fleet Credit Card for Official Use Only. The fleet credit card is for
   official government business only. Under no circumstances is the card to
   be used for personal purchases or as identification for personal purchases.
   Additional limitations on card use are established by individual agency
   policy.
   
   
3. Ethics Requirements. Office of Government Ethics Standards of Conduct
   for Executive Branch employees applies to fleet credit card use. All
   transactions must be for official Government business only. Fleet credit
   card users with questions regarding the propriety of a particular
   transaction should consult their LFPC or agency ethics officer for
   guidance and assistance, prior to making the purchase.
   
   
4. Business Size. Purchases may be made from any size business using the
   fleet card (FAR 13.003(b)(1)). However, it is USDA policy to increase
   opportunities for small, small disadvantaged, and small women-owned
   businesses. Card users are, therefore, encouraged to acquire from these
   sources whenever possible.
   
   
5. Regulatory Applicability. Use of the fleet card must be consistent with the
   Federal Acquisition Regulations (FAR), Agriculture Acquisition
   Regulations (AGAR), Federal Management Regulations (FMR), AGPMR,
   Office of Government Ethics Standards of Conduct for Executive Branch
   Employees, the Office of Management and Budget (OMB) Circular A-
   123, which establishes the regulations for the use and management of
   government charge cards and Agency regulations.
   
   
6. Fueling Aircraft. USDA currently uses two charge cards for aircraft and
   boats. One is the mission-critical Aviation Into-plane Reimbursement
   (AIR) Card Program that provides Federal agencies, State and local law
   enforcement agencies, and foreign governments a means to procure
   aviation fuel and related ground services. The Defense Logistics Agency
   (DLA)/Defense Energy Support Center (DESC)/Fuel Card Program
   Management Office (GFC PMO) is designated as the program
   management office for the AIR card. The AIR card may be used at
   commercial airports (and some military installations) worldwide to
   purchase aviation fuel and ancillary ground services for all United States
   Government aircraft. As of January 1, 2005, the AIR card is serviced by
   the Multi Service Corporation, a DESC contractor. USDA aircraft and
   boats may also use the USDA Multi Service charge card. All regulations
   outlined in this DR for the fleet credit card are equally applicable to the
   above charge cards.

3 PROGRAM OBJECTIVE

The Fleet Credit Card Program allows agencies to reduce administrative costs and
taxes and collect detailed fleet management data regarding fuel and related
maintenance and service procurements. This Departmental Regulation (DR)
establishes Departmental policy and instructions for use of the government-wide
fleet credit card in conjunction with USDA’s Purchase Card Management System
(PCMS) and Oracle Discoverer.

4 POLICY

The fleet credit card user must make all reasonable efforts to find the nearest
location accepting the fleet credit card when making fuel and maintenance
purchases. The card is accepted by large and small independent vendors in large
metropolitan and rural areas throughout the United States. Users should
encourage disadvantaged and small businesses to sign up to accept the card. If a
vendor other than an authorized fleet credit card vendor is used, the agency will
not be exempt from taxes nor will it receive detailed information on the purchase.

Only in emergencies or where there are no authorized vendors within a
reasonable area are other purchase methods such as the purchase card to be
used. If emergency purchases are made, the cost and transaction data (i.e., fuel
type, gallons, maintenance, and cost) will need to be added manually to the
Property Management Information System (PMIS), soon to be the Corporate
Property Automated Information System (CPAIS).

Fleet policies and procedures described in the AGPMR 110-34, which
supplements the Federal Management Regulation 102-34, Executive Order (EO)
No. 13101, and EO No. 13149 must be followed in addition to this DR. Also, in
accordance with the Federal Acquisition Regulation (FAR), warranted
procurement personnel must make purchases above $2500.

All transactions over $1500 must be approved by the Agency Fleet Manager or
designee prior to any work being done on a USDA vehicle. The driver must
obtain a written estimate from the service vendor and approval from his or her
Agency Fleet Manager or designee, before the work may proceed. After approval
has been obtained, if the vendor notifies the driver that the cost will exceed the
original estimate, the driver must receive further approval from the Agency Fleet
Manager or designee.

5 DEFINITIONS

1. Agency Fleet Manager. Each USDA agency with motor vehicles has an
   Agency Fleet Manager. The person in this position provides guidance and
   oversight to regional and field personnel responsible for motor vehicle
   management.
   
   
2. Alert System. The alert system is the subsystem in PCMS that provides
   user messages to Agency Fleet Program Coordinators (AFPCs), Local
   Fleet Program Coordinators (LFPCs), the Departmental Fleet Program
   Coordinator (DFPC), and the Office of Inspector General (OIG) regarding
   questionable transactions and transactions selected by statistical sampling
   for review. Some alerts will trigger a set of questions that must be
   answered to verify the specific transaction. Alerts are in place to reduce
   fraud, waste, and abuse. AFPCs and LFPCs will regularly monitor and
   follow up on the alerts and statistical sampling features of PCMS in order
   to provide oversight to fleet credit card purchases.
   
   
3. The Corporate Property Automated Information System (CPAIS). CPAIS
   is the new Web-based property management system, which will soon
   replace the Property Management Information System (PMIS). CPAIS
   will be used to administer, control and report motor vehicle inventory
   records.
   
   
4. Federal Acquisition Regulation (FAR). The FAR establishes uniform
   policies and procedures for acquisition by all executive agencies (FAR
   1.101). The FAR is located in Title 48, Chapter 1 of the Code of Federal
   Regulations.
   
   
5. The Purchase Card Management System (PCMS). PCMS is an easy-to-
   use, Web-based system used to manage government fleet cards. PCMS
   allows for requesting and maintaining fleet cards, adding and modifying
   profile accounting, disputing transactions, transferring equipment, and
   maintaining coordinator information. PCMS is available to USDA
   agencies.
   
   
6. The Security Access Management System (SAMS). SAMS is also an
   easy-to-use, Web-based system. It is used to request access to PCMS.
   SAMS provides a graphical user interface front-end to enter security
   access requests online. The access requests are immediately stored in a
   NFC database. The requests are read and administered automatically by a
   batch program that runs twice a day, thus eliminating manual intervention
   and reducing turnaround time.
   
   
7. Statistical Sampling. This process is used to randomly verify the
   legitimacy of fleet credit card transactions that will in turn verify the
   veracity of the Fleet Credit Card Program.
   
   
8. Oracle Discoverer Web Query Tool. Discoverer Web Software is used to
   run reports that provide oversight to fleet credit card accounts and
   purchases.
   
   
9. Vendor. Refers to the current vendor providing fleet card services to
   USDA.

6 ACRONYMS

7 RESPONSIBILITIES & PROCEDURES

1. The Office of Procurement and Property Management (OPPM), Property
   Management Division (PMD), Personal Property Branch provides
   oversight for the entire Fleet Management Program and will serve as the
   Departmental Fleet Program Coordinator (DFPC) for policy-related issues.
   OPPM's Procurement Systems Division (PSD) will serve as the DFPC for
   all other issues, which includes managing the PCMS Fleet System changes
   through the Corporate Financial Management Systems Configuration
   Control Board (CFMSCCB) and provide training.
   
   
2. The AFHC is a person designated in each USDA agency who is
   responsible for the Fleet Management Program, which includes the fleet
   credit card. This person will coordinate with the DFPC in the
   implementation of the program within the agency.
   
   The AFHC duties are:
   
   
(1) Establish the Agency hierarchy in SAMS;

(2) Distribute all documentation needed to establish security access
through SAMS;

(3) Provide training and guidance to AFPCs;

(4) Maintain and update all records and use Oracle Discoverer to run
management reports; and

(5) Provide fleet credit card oversight.


3. The AFPC is responsible for managing and overseeing the fleet credit card
   program under his/her specific organizational level and is the agency
   contact with the AFHC and vendor/bank contractor.
   
   AFPC duties are:
   (1) Provide oversight of the fleet program;
   
   (2) Implement agency-unique fleet policies and procedures as needed;
   
   (3) Participate in meetings with the AFHC to address fleet credit card
   issues and/or problems;
   
   (4) Establish LFPCs;
   
   (5) Provide training and guidance to LFPCs;
   
   (6) Develop and distribute program literature and materials to LFPCs;
   and
   
   (7) Serve as primary contact for LFPCs and as the liaison with the
   AFHC, who contacts the DFPC (OPPM).
   
   
4. The LFPC is responsible for the day-to-day operations of the Fleet Credit
   Card Program at each agency site. The LFPC works directly with the fleet
   credit card users and the AFPC (HQ).
   
   LFPC duties are:
   
   (1) Card holder training;
   
   (2) Establish and update fleet credit cards in PCMS;
   
   (3) Notify the bank immediately of any lost/stolen/damaged fleet
   credit cards;
   
   (4) Notify the bank of any billing discrepancies (i.e., disputes)
   regarding charges posted to an account by completing the dispute
   screen in PCMS; and
   
   (5) Provide oversight of fleet credit card purchases through the alert
   system, statistical sampling, and the utilization of data query tools.
   NOTE: Alerts are provided in PCMS through the “User
   Messages” screen. Comments must be provided detailing the
   resolution to the alert in the system.
   
   
5. The LFM will use Oracle Discoverer to obtain all pertinent data needed to
   manage the fleet program. The LFM has query tool capabilities only to
   run reports. Financial personnel use Oracle Discoverer to review the
   accounting information entered into the PCMS database.

8 AUTHORIZED USE OF FLEET CREDIT CARDS

The fleet credit card is authorized for use to procure fuel and services necessary to
operate and maintain vehicles, aircraft, boats, and motorized equipment. The
following are examples of authorized purchases:

Authority for card use is established by individual agency policies. Use of the
fleet fuel card for food, beverages, or other miscellaneous personal items is
strictly prohibited, and could result in disciplinary action.

NOTE: If an employee receives a fine for a traffic or parking violation while
driving a motor vehicle owned or leased by the Government, payment is the
employee’s responsibility.

9 CARD SECURITY

The person using the fleet credit card is responsible for safeguarding the card at
all times. It should never be left in an unattended vehicle. The card is only to be
used for official and authorized purchases.

10 CARD AUTHORIZATION CONTROLS

Agencies may establish on a card-by-card basis certain authorization limits.
These limits will not stop a purchase at the pump but will allow the LFPC or other
appropriate agency official to receive exception type reports to verify these
purchases. Limits can be established for the following:

• Cost Per Fuel Transaction
• Cost Per Maintenance Transaction Limit
• Daily Transaction Limit
• Price Per Gallon Limit
• Gallons Per Transaction Limit
  

11 MONITORING FLEET CARD USAGE

The DFPC, AFHC, AFPC, LFPC, and the OIG will monitor fleet credit card
transactions through the PCMS alert system, statistical sampling, and through the
use of the Oracle Discoverer Web. Employees are required to comply with any

request made by the DFPC, AFPC, LFPC, OIG, and other duly authorized
organizations or individuals for information/investigations regarding questionable

purchases (e.g., amount of fuel purchased exceeds vehicle mileage, too frequent
maintenance on vehicle or motorized equipment).

12 CARD ISSUANCE

Agencies are to issue only one fleet credit card for fuel and maintenance to each
motor vehicle, aircraft, boat, and piece of equipment that requires fuel. The
number of fleet credit cards issued as “POOL” cards should be limited to those

that are absolutely necessary. Pool cards are to be used to fuel motor vehicles
only in emergency situations and are to be used in case a fleet credit card is lost or
stolen pending receipt of a replacement card. Agencies may wish to use pool
cards for multiple pieces of equipment at the same location such as, snowmobiles,
all terrain vehicles, chainsaws, lawn mowers, etc. New fleet credit cards will be
issued in emergency situations within seven to ten days. All fleet credit cards are
ordered through the PCMS Fleet Card Account Maintenance Screens (FAMS) and
are shipped to the LFPC.

13 CARD RECEIPT

Normally, the vendor will issue new fleet credit cards within seven to ten working
days from receipt of the record in PCMS. PCMS transmits all record inputs daily.
Fleet credit cards do not require activation.

14 LOST OR STOLEN CARD

If the fleet credit card is lost or stolen while in the card user’s possession, the
agency is responsible for all charges until the vendor is notified that the card has
been lost or stolen.

When a fleet credit card is lost or stolen, it is important that the card user notify
the vendor or their LFPC immediately to cancel the card. The card should be
reported immediately to the 1-888-758-1747 number on the back of the card to
stop any further use. The vendor will immediately establish a new account
number and reissue a card. The vendor will tie all transactions from the
lost/stolen card to this new account number. The LFPC should then monitor
transactions on the replacement card account for a month to assure that all
charges are valid.

Any fraudulent charges that are made after the card is lost or stolen should be
disputed through PCMS.

If a lost fleet credit card is found after notifying the LFPC, it should be destroyed
and documentation provided to the LFPC that the card has been destroyed. Under
no circumstances should the card be used after notifying the LFPC or the Bank
that it was lost or stolen.

15 DISPOSAL OF THE CREDIT CARD

When a fleet credit card is no longer needed because the vehicle, aircraft, boat or
other motorized equipment has either been sold or salvaged, the card should be
destroyed and the LFPC should cancel the card through PCMS.

16 TRAINING REQUIREMENTS

Agencies are to assure that agency personnel requiring access to PCMS, such as,
AFHCs, AFPCs, LFPCs, and LFMs have received the appropriate training for
their level of authority. The Procurement Systems Division will make this
training available to agency personnel on a “train the trainer” basis so agency
headquarters personnel may then train others in their agency. When changes have
been made to PCMS, refresher training will be provided as necessary.

17 INQUIRIES

Inquiries about the USDA Fleet Credit Card Program should be directed through
agency channels (the LFPC and AFPC) to the AFHC who will contact the DFPC
in OPPM, Property Management Division, Personal Property Branch for policy
issues and PSD for all other matters.

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