NAVCONSTRACEN GULFPORT by b8REurq

VIEWS: 54 PAGES: 16

									                  [COMMAND NAME & LOCATION]

            DEPARTMENT of NAVY FLEET CARD PROGRAM

             INTERNAL OPERATION PROCEDURES (IOP)


Ref:   (a) NAVSUPINST 4200.98
       (b) DOD 4140.25-M, Vol II, Chapter 16
       (c) Financial Management Regulation 7000.14R

Encl: (1) Statement of Understanding
      (2) Fuel Card Log

1. Background.    Fleet Card provides a commercially
accepted, effective, and convenient method to pay for fuel
and related maintenance services for DOD leased and owned
vehicles.

2. Purpose. This IOP complies with Navy policies as
defined by the DON Consolidated Card Program Management
Division (CCPMD) and procedures for the operation and
management of the DOD Fleet Credit Card Program,
hereinafter referred to as the Fleet Card. This IOP also
provides all internal operating and management procedures
for the card users of the [COMMAND NAME & LOCATION]
assigned Fleet Cards. The IOP is supplementary to
reference (a) and (b) and in accordance with reference (c).

3. Policy. The policy of [COMMAND NAME & LOCATION] is to
use the Fleet Cards for all on and off base fuel and
related maintenance services for DOD leased and owned “Dry”
vehicles as a method of payment. All transactions must be
accomplished in accordance with Navy regulations and this
IOP. Intentional use of the Fleet Card for other than
authorized use may be considered an attempt to commit fraud
against the U. S. Government. The Agency Program
Coordinator (APC) shall manage the Fleet Card Program to
ensure that all transactions comply with the stated
regulations.



                         [APC Name & Contact Information]
                         [Command Name & Location] APC
                       TABLE OF CONTENTS

CHAPTER 1: OVERVIEW OF COMMAND FLEET CARD PROGRAM

  1.   Authorized Vehicles
  2.   Responsibilities
  3.   Training Requirements
  4.   Statement of Understanding

CHAPTER 2: MANAGEMENT/EXECUTION OF COMMAND FLEET CARD PROGRAM

  1.   General Procedures and Documentation
  2.   Fleet Fuel Card Log
  3.   Authorized Card Uses
  4.   Unauthorized Card Uses
  5.   Fraud, Misuse, and Abuse
  6.   Discussion Items

CHAPTER 3: DISCIPLINARY GUIDELINES

  1. Policy
  2. Guidance/Penalties

CHAPTER 4: REVIEWS AND AUDITS

  1. Monthly Activity APC Review
  2. Annual HL4 APC Major Command Reporting




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                          CHAPTER 1

            OVERVIEW OF COMMAND FLEET CARD PROGRAM

1. Authorized Vehicles. Fleet cards may be used not only
for Navy owned cars, trucks and forklifts, but also boats,
tugs or barges as authorized by this activity. They may
also be used for vehicles that are leased under the GSA
“Dry” Lease contract (GSA vehicles that do not come with a
credit card).

This activity authorizes use of our Fleet Cards for fuel,
and (spell out what is authorized by your Command; for
example: oil, repairs, and certain emergency roadside
assistance services on Navy cars, trucks, forklifts,
training equipment, and GSA “Dry” vehicles.)

2.   Responsibilities

    a. Commanding Officer (CO). The CO is responsible for
providing support/sponsorship and oversight to all
participants in the Fleet Card Program ensuring that the
local program is being executed in accordance with DOD and
Navy guidance. The CO is responsible for appointing, in
writing, the command APC.

    b. Agency Program Coordinator (APC). The APC must
maintain detailed knowledge and understanding of all
policies and procedures regarding the Fleet Card Program
and communicate this information to Fleet Card Users,
managers and other responsible officials. The APC must
also ensure execution of the local program in accordance
with DOD and Navy policies and procedures; ensure key
personnel are properly trained and all training
certificates are maintained centrally; ensure that only
authorized personnel with mission requirements are provided
Fleet Cards; monitor card provider websites throughout the
month; perform monthly and annual reviews of the program;
maintain a list of authorized drivers/vehicles and other
relevant information; and notify the supervisor, CO, and
higher echelon in the event of any suspected unauthorized
purchase (purchases that would indicate non-compliance,
fraud, misuse, or abuse).

    c. Approving/Certifying Official (A/CO). The
Approving/Certifying Official serves as the primary focal
point for receipt and validation of invoices. The A/CO is


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responsible for creating obligations and paying fuel card
bills. It is the A/COs responsibility to ensure the timely
reconciliation, certification and payment of all invoices.
The A/CO may be held liable for erroneous payments. A/CO
must also monitor the card provider’s programs in order to
catch and resolve issues of fraud, misuse, and abuse at the
earliest possible time.

    d. Card User (CU). The Card User will be held liable
to the government for any transaction not made for official
government use. Card User’s must understand the policies
and procedures regarding authorized Fleet Card purchases
and record keeping requirements; complete the Fleet Card
log; provide transaction receipts and documentation to APC
or A/CO as directed; Sign a Statement of Understanding
(SOU); and use self-service gasoline pumps.

3.   Training Requirements

    a. The APC and A/CO are required to successfully
complete the role-based CCPMD training and ethics training
within 30 days of their appointment.

       1) Refresher training is required every two years in
the role-based CCPMD training. Ethics training is a yearly
requirement.

       2) Training Certificates are required for all
training taken. The APC should maintain copies of all
training certificates.

    b. Card Users are required to receive training from
their APC initially and then at least every two years.

       1) Card User training can be accomplished online
through the CCPMD web training site; through APC providing
classroom or individual training: or through a flip book by
printing the card user training.

        2) Certificates of completion are optional for the
card users. (Contact CCPMD if you wish to provide card
users with training certificates.)

     c.   Training Websites are:

      CCPMD: https://www.navsup.navy.mil/ccpmd



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     ETHICS:
http://www.dod.mil/dodgc/defense_ethics/ethics_training/200
6_AET/index_2.htm

4. Statement of Understanding (SOU). A SOU must be signed
by all Fleet Card Program participants and maintained by
the APC. The SOU is attached as enclosure (1).




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                           CHAPTER 2

                MANAGEMENT/EXECUTION OF COMMAND
                       FLEET CARD PROGRAM


1.   General Procedures and Documentation

    a. Card User will use the Fleet Card for authorized,
legal purchases only. Follow the procedures below:

        1) Obtain a hardcopy   receipt for all purchases.
Ensure fuel receipts contain   the date of purchase, vendor
and location, description of   transaction, amount charged,
vehicle number, and odometer   reading if required.

        2) For all non-fuel charges obtain documentation
explaining the services rendered and cost.

        3) Enter the complete purchase transaction
information in the Fleet Card Log (encl: (2)).

        4).Attach hardcopy of all receipts and other
documentation to monthly log.

        5) Submit the log and receipts/documentation to the
APC or A/CO as directed.

        6) Do not exceed the micro-purchase threshold of
$3000 on any single purchase.

     b.   Approving /Certifying Official (A/CO)

        1) Monitor the Fleet Card Program via the card
provider’s website for all charges throughout the month.

        2) Collect monthly Fleet Card logs and documentation
from all APCs or Card Holders.

        3) Validate the Fleet Card invoice against the
logs, documents and the FES billed charges.

          4) Resolve any discrepancies.

        5) If a non-fuel charge appears on the Fleet Card
invoice, ensure you have proper justification within your



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documentation and then submit a manual certification for
payment to your DFAS office.

        6) Enter all transactions into the financial system
[name of system] for obligation upload to the Official
Accounting System.

        7) Maintain files of all transaction documentation,
logs and invoices.

2. Fleet Fuel Card Log. Fuel logs must be kept.
Enclosure (2) is a sample of a fuel log which may be used
by all Card Users to report and track individual
transactions made using the Fleet credit card. Each
purchase must be entered on this log within 24 hours of
purchase.   The logs are cumulative for a one month period
(or as directed).

3. Authorized Card Uses. Following are examples of what
the Fleet Card may be used to purchase: (Define your
command’s use of the Fleet Card).

    a. Fuels. Gasoline, gasohol, regular unleaded, diesel,
propane, LPG, ethanol, methanol, and JP8. Premium or
special unleaded fuel is permitted only if required by the
vehicle manufacturer.

    b. Fluids. Lubricating services and lubricants,
includes differential and transmission fluid and antifreeze

    c. Filters/Batteries. Lubricating services and
lubricants including differential and transmission fluid
and antifreeze.

    d. Tires. Tires and tire and tube repairs; mounting
/dismounting snow tires and chains

   e.   Cleaning.   Vehicle washing and cleaning

    f. Parts. Spark plugs, fan and generator belts,
windshield wiper arms and blades, lamps, etc.

    g. Repairs. Collision repair and painting up to card
authorized limit; emergency roadside service including
towing.




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4.   Unauthorized Card Uses

    a. Fleet cards cannot be issued or used by contractor
personnel unless specifically stated in the contract that
the contractor will be liable for all unauthorized use of
the Fleet Card.

    b. Premium and special unleaded fuel is strictly
prohibited unless required by the vehicle manufacturer.

    c. Aviation fuel is not authorized at commercial
locations.

5. Fraud, Misuse, and Abuse. Screening shall be performed
for all premium fuel purchases and merchant codes indicated
as ‘miscellaneous’ and ‘food products’ or others that do
not look legitimate.

    a. Fraud. Theft or embezzlement from the Government,
bribery, receipt or giving of gratuities, conflict of
interest, violation of anti-trust laws, as well as false
statements and/or false claims in the following areas: pay
and allowances, procurement, property disposal,
subsistence, unauthorized services, non-appropriated funds,
foreign military sales and personnel matters.

    b. Misuse. Inappropriate and/or unintentional use of
the Fleet Card for items not authorized. Use of a
government vehicle for other than official purposes is a
misuse of government property. Such misuse is a violation
of the Uniform Code of Military Justice and Federal law,
and may result in criminal, disciplinary, and adverse
administrative action.

    c. Abuse. Intentional use of the Fleet Card for items
not authorized. Neither Commanding Officers nor
supervisors shall tolerate abuse of the Fleet Card. Card
Users who abuse the Fleet Card shall be subject to
appropriate administrative or disciplinary actions.

    d. Potential Fraud. Includes the appearance of the
following: theft or embezzlement from the Government;
bribery; receipt or giving gratuities; conflict of
interest; violation of anti-trust laws; as well as false
statements and/or false claims.




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6.   Miscellaneous Discussion Items

    a. Card Inventory. All Fleet Cards are to be kept
secured when not in use. Cards are required to be properly
inventoried by the APC annually. More frequent inventory
is encouraged.

    b. Spend/Transaction Limits. All Fleet Cards are
established with default spend/transaction limits set by
the issuing bank. The default monthly dollar amount is
$1,000. The default number of daily transactions is 3 in a
24 hour period. APCs may raise the default limit up to
$3,000. Higher amounts need to be coordinated with CCPMD.

    c. Record Maintenance/Retention. APCs and A/COs must
maintain transaction and certification files based on their
individual function. Additionally, the APC shall ensure
that records on authorized drivers and vehicles are
established and maintained daily. Certified payment
documentation shall be kept for 6 years, 3 months. Actual
receipt record retention is for 3 years. (Because
detachments keep original receipts, they are required to
keep all their records and documentation for 3 years also.)

    d. Lost or Stolen Cards. The Card User must report a
lost/stolen card to the APC immediately. The APC will then
notify the issuing bank and cancel the card.

    e. Check-Out Procedures for Departing Personnel. Card
Users must check-out with the APC when departing the
activity in order to turn in any Fleet Fuel Card assigned
to them along with all certified monthly logs, receipts,
and documentation to date for that month. New logs will be
started when the card is re-assigned.




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                           CHAPTER 3

                   DISCIPLINARY GUIDELINES


1. Policy. All cases of suspected fraud, misuse and abuse
MUST be reported to CCPMD immediately. Managers and
supervisors shall use their discretion in handling Fleet
Card misuse in a manner appropriate to each individual
case. The circumstances of each case will determine the
appropriate type of action, if any, that should be imposed.
Disciplinary actions include informal actions, such as
written or verbal counseling detailing the concern and
directing corrective action and greater oversight; account
suspension or cancellation; official letters of reprimand;
demotion; removal; or potential criminal prosecution.

2.   Guidance/Penalties

    a. Civilian Personnel. Penalty guidelines shall
address offenses with respect to Fleet Cards and shall
indicate that the penalty of removal from government
service is an available maximum option for a first offense
in appropriate cases, as determined by the deciding
official. Components must otherwise comply with all
applicable law and regulatory guidance in determining
whether to impose disciplinary or adverse action in any
specific case. Below is a sample schedule of potential
charge card offenses.

OFFENSES                   FIRST        SECOND       THIRD
                           OFFENSE       OFFENSE     OFFENSE
Misuse of Government       Letter of    5-day        10-day
sponsored Fleet Charge     Counseling   suspension   suspension
Card (e.g. use for         to removal   to removal   to removal
unauthorized personal
expenses)
Unauthorized use of or     Letter of    14-day       30-day
failure to appropriately   Counseling   suspension   suspension
control use of             to removal   to removal   to removal
Government Fleet Charge
Card as a Agency Program
Coordinator, Cardholder,
Authorizing Official, or
Certifying Official




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In taking corrective or disciplinary action against
civilian personnel, supervisors should always consult with
their servicing Human Resources Office for help in
selecting the appropriate penalty based on the Navy’s best
practice, regulatory guidance, applicable case law and good
judgment.

    b. Military Personnel. Military Personnel who misuse,
abuse or commit fraud with the Fleet Card shall be subject
to actions available under the Uniform Code of Military
Justice (UCMJ), including counseling, admonishment,
reprimand, non-judicial punishment, court-martial and
administrative separation. In appropriate cases, pecuniary
liability, referral for criminal prosecution in civilian
courts, and civil enforcement action are other ways to hold
military personnel personally accountable for charge card
misuse.

    c. Approving/Certifying Officials (A/COs). The
Approving/Certifying Officials are the program’s first line
of defense against potential fraud, misuse or abuse. They
are responsible for ensuring that all purchases made by
Card Users within their purview are appropriate, bona-fide
and that the charges are accurate. The A/COs are
responsible for overseeing proper processing of invoices,
creating obligations in a timely manner, and ensuring that
transaction information is recorded into the accounting and
bill paying systems. A/COs may be held liable for
erroneous payments resulting from negligent performance of
their duties. Upon discovery of any improprieties, the
A/COs must notify the APC.




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                         CHAPTER 4

                     REVIEWS AND AUDITS

1. Monthly Activity APC Review. A review of the
activity’s fuel card program shall be performed once a
month by the command APC. These reports are sent to the
HL4 APC to be distributed to the activity level APC. Areas
to be looked at include:

    a. Infrequently Used / Cancelled Cards. Cards with no
activity in 300 days are suspended and should be looked at
for possible cancellation. Between 300 and 365 days cards
can be reactivated by CCPMD with justification. After 365
days of inactivity, cards are cancelled unless they belong
to First Responders. If you have cards belonging to First
Responders, notify CCPMD to have the PIN reset so the card
is never suspended.

    b. Training Review. Review of training completion
certificates. APC and A/CO are required to complete
training every two years. Ethics training is required
annually.

    c. Fleet Card Exception Review. Monthly review of all
transactions coded as miscellaneous, high grade fuel and
food. Documentation required or corrections if miscoded
transactions. Disciplinary actions need to be taken in
cases of fraud, misuse or abuse.

2. Annual Fleet Card Review, APC Major Claimant Reporting.
The annual review will include:

    a. Card Inventory. Ensure that all cards are properly
accounted for. At a minimum an inventory of all cards is
required on each account under the HL 4 APC.

    b. Spend/Transaction Limits. Ensure that no cards are
set up for ‘unlimited’ or non-logical monthly spend limits.
Review each card for appropriate spend/transaction limits
and card type (fuel only/fuel and other).

    c. Internal Operating Procedures. Review the Internal
Operating Procedures (IOP) to be sure it is up to date.

    d. The activity/unit level APC will provide the review
up the chain to the appropriate HL4 APC with a


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certification that the activity review has been performed
and a list of the findings. If problems were found during
the review, provide a short narration of how and when these
problems are/will be corrected to the CCPMD office through
the chain of command.




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                              Fleet Card Program
                       Statement of Understanding (SOU)
    I understand that I am authorized to use the Fleet card only for those necessary and
reasonable expenses incurred by me for official government business for approved government
vehicles and/or equipment.

   I understand that the issuance of this charge card to me is an extension of the employee-
employer relationship and that I am being specifically directed to:

    -     Abide by all rules and regulations with respect to the charge card. .....................................
    -     Use the charge card only for official government business. ..................................................
    -     Notify the APC of any problems with respect to my usage of the charge card. ...................
    -     Notify the APC immediately if my charge card is lost or stolen. ...........................................

                           (Card applicants must initial all the above provisions.)

    I also understand that failure on my part to abide by these rules or to otherwise misuse the
card may result in disciplinary action being taken against me and the loss of my security
clearance. I also acknowledge the right of the Fleet issuing bank and/or APC to revoke or
suspend my Fleet Card privileges if I fail to abide by the terms of this agreement or the
agreement I have signed with the Fleet issuing bank.


          (Applicant's Signature)                                  (APC/Transportation Coordinator’s Signature)


        (Applicant's Printed Name)                               (APC/Transportation Coordinator’s Printed Name)


   (Applicant’s Series/Grade/Title)                           (APC/Transportation Coordinator’s Series/Grade/Title)

   NOTE: APCs will not issue a Fleet Card unless the Card User signs this Statement of
    Understanding and receives training as mandated by the DON Fleet Card Program
                                  Management Office.




                                                                                             Enclosure (1)


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                                                                                                                             ON OR OFF
GASOLINE FUEL CARD LOG
                                                                                                                              BASE USE


                                                       VEHICLE
CARD SER #:                                            CARD #:                             DEPARTMENT:

                                                                                                 PERIOD
        POC:                                          PHONE #:                                 COVERED:                    TO

                                                                                                              PURCHASE
   DATE                     NAME                  VEHICLE USN       ODOMETER READING        GAS RECEIPT #                       $ AMOUNT
                                                                                                              (GALLONS)




THIS CREDIT CARD CAN BE USED TO OBTAIN FUEL OFF BASE OR AT THE NAVY EXCHANGE GAS STATION. Fuel with low grade
(87 octane) only. Before leaving gas station, ensure original receipt contains gallons purchased, correct dollar amount, vehicle number and
                                                       odometer reading if required.

                          SUBMIT WITH ORIGINAL RECEIPTS ON THE 'X' [ENTER DAY OF WEEK] OF THE MONTH.
                                                     [DEPARTMENT NAME]
                                                       ATTN: [POC NAME]
                                                     CODE XXX, BLDG XXX
                                                                                                                                 Enclosure (2)




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