BUL-6406.0 Page 1 of 5
TITLE: Fuel Credit Card - Policy and Procedures ROUTING
All
Schools and Offices
NUMBER: BUL-6406.0
ISSUER: George Silva, Chief Procurement Officer Procurement Services Division
Donald Wilkes, Director
Transportation Services Division
Enrique Boull’t, Chief Operating Officer Office of the Chief Operating Officer
DATE: October 27, 2014
POLICY: In order to take advantage of reduced bulk fuel prices and minimize costs incurred by the District, employees who are furnished a District vehicle are required to use the District garages to fuel the vehicle. A District fuel card may be issued to purchase fuel for the assigned District vehicle only when access to the District garage is not possible.
MAJOR CHANGES:
This revision replaces Business Services Division BUL-2370.1, of the same subject, dated March 27, 2009. Major changes include reconciliation in SAP and the use of Job Cost Accounting to assign the funding line reconciliation to a specific vehicle. Other added requirements include, entering the number of gallons to the text field in SAP and uploading a copy of the receipt during reconciliation. Only one card will be issued per District vehicle. Fuel purchases will only be allowed at the automated fuel dispenser located at the pump. Purchase attempts with the cashier or within the store are no longer allowed and will be declined.
GUIDELINES: I. INTRODUCTION
The Procurement Services Division and the Transportation Services Division are jointly responsible for administering the District's Fuel Card Program. These Divisions will work in conjunction with operating administrators, to ensure the appropriate issuance of fuel cards, auditing of expenses, processing of monthly fuel card billings, and the enforcement of appropriate use of fuel cards and vehicles. This bulletin provides information concerning District policies, procedures, and responsibilities relating to fuel credit cards.
II. PROCEDURES
A. Assignment of Fuel Credit Cards
1. Fuel cards are only to be used when fueling at a District Garage is not possible. 2. The on-line Fuel Card Training must be completed by the cardholder/
reconciler and approver.
3. To request a Fuel Card, submit a signed Fuel Card Application, Fuel Card Agreement, and proof of training completion to the Procurement Credit Card Program Unit.
4. Upon receipt of the request, the Credit Card Program Unit will confirm with the Transportation Services Division that the District vehicle listed is assigned to the Fuel Card applicant.
B. Procedures for Fuel Card Usage
l. Unless they are inaccessible, the District requires that all vehicles be fueled at District garages as listed below. The District's bulk fuel costs are substantially lower than buying retail. Fuel cardholders, who repeatedly use the Fuel Card to fuel at retail fueling stations instead of fueling at the District garages, may have their card suspended or revoked.
Business Division Garage Gardena Garage 604 E. 15th Street Los Angeles, CA 90015 (213) 743-3593 Hours Monday - Friday 5:30 a.m. - 10:00 p.m. Fuel Types Bio-Diesel/Gas/Propane 18421 S. Hoover St. Gardena, CA 90248 (310) 515-3165 Hours Monday - Friday 5:30 a.m. - 10:00 p.m. Fuel Types Bio-Diesel/Gas/CNG/Propane
Sun Valley Garage Van Nuys Bus Lot 11247 Sherman Way Sun Valley, CA 91352 (818) 982-1459 Hours Monday - Friday 5:30 a.m. - 10:00 p.m. Fuel Types Bio-Diesel/Gas/CNG 16200 Roscoe Blvd. Van Nuys, CA 91406 (818) 830-2265 Hours Monday - Friday 5:30 a.m. - 4:30 p.m. Fuel Types Propane
2. Fuel cards are only to be used by authorized personnel to fuel District-owned vehicles. Fueling personal vehicles is strictly prohibited and considered theft of District property. The use of District vehicles and fuel cards for personal use is strictly prohibited. Employees will be subject to disciplinary action, and will be liable to the District for costs resulting from any misuse of a District-owned vehicle and/or Fuel Card. For further information see BUL-6401.0, "District-Owned Vehicles, Policies, Procedures and Responsibilities", Office of the Chief Operating Officer, October 20, 2014. 3. Fuel Cards will be restricted to self-service outside pay-at-the-pump
transactions. If the station does not have outside pay machines or they are non-functioning, the card holder will need to find another station. Transactions with the inside cashier will be declined.
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4. Scan and save a copy of the receipts immediately. Scanned copies of the receipts must be attached to the reconciliation document in SAP. If a site reconciler is designated, the employee must submit receipts to the site reconciler on a daily basis. All receipts must include the employee's name and vehicle number written on the receipt.
5. Each vehicle will have an internal order (I/O) number associated with the vehicle. This I/O number must be entered during reconciliation in SAP. 6. During SAP reconciliation, the user will enter the internal order (I/O) number
for the equipment that the fuel is intended OR the vehicle that is assigned to the cardholder.
7. Do not fuel more than one vehicle at a time. Each vehicle must have a separate receipt to ensure proper distribution of fuel charges.
8. Employees may not accept any form of gratuities from service stations.
9. Use only the type of fuel appropriate for the District vehicle. If you are uncertain, please check with one of the servicing garages listed on the previous page. Use of premium grade gasoline is prohibited. If the vehicle knocks or pings on unleaded regular gas, please notify the assigned District garage.
III. RESPONSIBILITIES A. Administrator
1. Review, approve, and sign the Fuel Card Application and Agreement to request fuel credit cards for approved personnel.
2. Complete the on-line Fuel Card Training. The links to the on-line training can be found on the Credit Card Program Unit website AND the Transportation Services Division website. Completion of the training will be verified by the Procurement Credit Card Program Unit and is required prior to card issuance. 3. Maintain current records of personnel who are assigned fuel credit cards and
the corresponding vehicles.
4. Retrieve cards from employees who are terminated, reassigned, or who no longer require the use of fuel credit cards. Promptly notify the Procurement Credit Card Program Unit so that the cards can be canceled. Return the cards to the Procurement Credit Card Program Unit as soon as possible.
5. Review the monthly fuel charges and complete the approval in SAP, no later than the 21st of each month.
6. Complete the approval in SAP for all fuel card purchases, and review all receipts submitted by employees to assure proper usage of fuel cards. Confirm that receipts have been uploaded in SAP by the cardholder during SAP reconciliation. Charges will be monitored by the Transportation Services Division and the Procurement Credit Card Program Unit. Any suspected misuse and/or abuse will be reported to the Office of the Inspector General for investigation.
7. Ensure that employees follow all District policies and procedures regarding fuel credit cards.
B. Employee
1. Complete the Fuel Card Application/Fuel Card Agreement. After the application and agreement have been approved and signed by the Site Administrator, submit copies of these to the Procurement Credit Card Program Office for processing.
2. Complete the on-line Fuel Card Training. The links to the on-line training can be found on the Credit Card Program Unit website AND the Transportation Services Division website. Submit proof of training completion along with the application/agreement. Training completion is required and will be verified by the Procurement Credit Card Program Unit prior to card issuance.
3. Each employee assigned a District fuel credit card is responsible for the security and all charges made against that card. Cardholders will be held responsible for unsupported charges.
4. Employees must reconcile all charges in SAP using the I/O account number that corresponds to the District vehicle assigned to them. Deadline for the cardholder to reconcile in SAP is the 18th of each month.
5. During SAP reconciliation, employees must upload and attach a copy of the receipt to the transaction in SAP and enter the number of gallons purchased in the “Text” field identified in the on-line Fuel Card Training.
6. If a fuel card is lost or stolen, it is the responsibility of the employee to immediately notify their administrator and the Credit Card Program Unit at (562) 654-9401.
7. Employees who leave their department or no longer require the use of a credit card must return the card(s) to their administrator and notify the Credit Card Program Unit.
Instances of noncompliance with any of the policies and procedures regarding the use of District fuel credit cards may result in the revocation of the fuel card(s) from the employee or department and a report made to the Chief Operating Officer, who will follow up with the employee and/or administrator involved.
BUL-6406.0 Page 5 of 5 ATTACHMENTS: None
AUTHORITY: This is a policy of the Chief Operating Officer. RELATED
RESOURCES:
BUL-3822.0 - Changes to the Fringe Benefits Reporting for Personal Use of District Vehicle, Division of Accounting and Disbursements
BUL-6401.0 - District-Owned Vehicles; Policies, Procedures and Responsibilities Office of the Chief Operating Officer
ASSISTANCE: For assistance, please call the Procurement Credit Card Program Unit at (562) 654-9401.
