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Fuel Card (Voyager) Procedures

1.0 Purpose & Procedures
2.0 Introduction
2.1 Program Administration
2.2 Fuel Card Custodian and Card Security
2.3 Fuel Account Manager and Card Reconciliation
3.0 Procedures
3.1 Issuance of Voyager Cards
3.2 Card Cancellation, Transfers, Renewal, and Inactive
      A. Cancellation
      B.
Transfers
      C. Renewal
      D. Inactive Card
3.3 Daily Limits and Card Restrictions
3.4 Odometer & PIN Information
3.5 Allowable and Non Allowable Purchases
      A. Allowable Purchases
      B. Restricted Purchases
3.6 Fueling Using the Card
3.7 Fuel Card Log and Payment Form
3.8 Approving Invoice for Payment
3.9 Disputes and Erroneous Charges
      A. Disputes
      B. Erroneous Charges
3.10 Card Security
4.0 Audit Reviews and Training
      A. Quarterly Review
      B. Annual Review5
      C. Annual Training
5.0 Retention Policy
6.0 Violations
7.0 References
8.0 Approvals and Revisions

1.0 Purpose & Procedures

This policy contains the guidelines governing the William & Mary (W&M) Fuel Card program. This policy covers all employees participating in the Fuel Card program. Accounting Operations is responsible for oversight of this procedures and is the contact for any related questions. It is the responsibility of all Fuel Card Custodians and Fuel Card Account Managers to read and understand the content of this procedures. A Fuel Card Custodian and a Fuel Account Manager can be the same person.

2.0 Introduction

The university participates in the Fuel Card Program (Voyager Card) administered by the Commonwealth of Virginia. Under this program, the university manages the Voyager card issued to each university owned vehicle and establishes operating procedures for all campus departments participating in the program. The Fuel Card program is designed to enable authorized individuals to purchase fuel, car washes and emergency parts, labor and towing purchases for university owned vehicles.  The university accepts the liability for all charges made with the Voyager card that are consistent with university policies and procedures governing purchases and funding.

2.1 Program Administration

The Fuel Card program is administered by the Accounting Operations team who are knowledgeable of Department of Goods and Services regulations and Commonwealth of Virginia Accounting Policies and Procedures as it relates to the Fuel Card Program. The Program Administrators at W&M are: Primary: Ruth Erb; Secondary: Sharon Bartley

The Program Administrators are responsible for:

  • Issuance of cards;
  • Promptly canceling and suspending cards as appropriate;
  • Monitoring and canceling cards that are no longer needed;
  • Training Fuel Card Custodian and Fuel Account Manager in proper card usage, security, and guidelines;
  • Assisting Fuel Account Manager as needed in managing issues;
  • Maintaining card guidelines, policies and procedures and making them available to all Fuel Card Custodian and Fuel Account Manager;
  • Promptly notifying the Internal Audit Office of any confirmed fraudulent use of the card and steps that are being taken to address the issue (e.g. card cancellation communication with the vendor and/or notification of law enforcement officials as appropriate); and
  • Promptly notifying the vendor of any potential or confirmed fraudulent use of the card.
2.2 Fuel Card Custodian and Card Security

The Fuel Card Custodian assumes responsibility for the physical security of a Voyager Card, and its PIN (Personal Identification Number). The Fuel Card Custodian may delegate use of the card, but assumes responsibility for card transactions. The Fuel Card Custodian shall perform duties that include, but are not limited to:

  • Ensure physical security of cards (for example, in a locked desk drawer). The card may not be left in the custody of a vendor.
  • Maintain a written record of all persons who have physical access to the cards (for example, fuel card log and payment form, or a list of persons who have keys to the locked desk drawer).
  • Ensure that the card is used only for appropriate purchases, and in conjunction with State business.
  • Ensure users of university vehicles, turn in receipts of purchases from retail fuel sites.
  • Ensure all documentation of card use is forwarded to the Fuel Card Account Manager.
  • Inform Accounting Operations of any change in the Fuel Card Custodian’s contact information.
2.3 Fuel Account Manager and Card Reconciliation

The Fuel Account Manager assumes responsibility for reviewing card activity to ensure appropriate use. In addition, the Account Manager should not be a card user. The Fuel Account Manager shall perform duties that include but are not limited to:

  • Review the bi-monthly Statement of Charges for appropriateness of card usage.
  • Reconcile all charges in the Fuel Card Log and Payment Form and process the Vendor Payment Request Form (VPRF) for the invoice.
  • Report all transaction disputes to Program Administrator
  • Report infractions to the Program Administrator.
  • Maintain records of all card usage, sign out sheets, receipts, or other applicable documents.
  • Ensure that the card is used only for appropriate purchases (described below), and in conjunction with State business.
  • Inform Accounting Operations of any change in the Account Manager’s contact information.
3.0 Procedures
3.1 Issuance of Voyager Cards

Every university owned vehicle is assigned a Voyager card. Departments are responsible for notifying the Program Administrator of the acquisition of a new vehicle by completing the Fleet Card Request Form and sending it by email to voyager@wm.edu. All new cards will be mailed directly to the Fuel Card Custodian.

3.2 Card Cancellation, Transfers, Renewal, and Inactive

A. Cancellation
Fuel Card Custodian who wish to cancel their cards should contact the Program Administrator by sending an email to voyager@wm.edu. Fuel Card Custodian must shred their cards immediately upon the request for cancellation. Request to cancel cards should always be sent to the Program Administrator when a vehicle is surpluses.

B. Transfers
The Voyager Cards are not transferable to a different vehicle, but they are transferable to a new Fuel Card Custodian. If the Fuel Card Custodian is moving to a new position within W&M/VIMS, the Fuel Card Custodian needs to work with the Department to ensure a smooth transition of responsibilities to the new Fuel Custodian.

C. Renewal
Active cards are automatically renewed every two years. Cards are valid through the last day of the month in which the card expires.

D. Inactive Card
The Program Administrator is required to cancel cards with no activity for a consecutive twelve (12) month period unless the Fuel Card Custodian can provide reasonable justification for keeping it active.

3.3 Daily Limits and Card Restrictions

Voyager Cards have a daily limit of 5 transactions per day with no dollar limits. Each card has a $5,000 credit line.

3.4 Odometer & PIN Information

In order to maintain a secure transaction system and protect against fraudulent charges, certain security measures are configured into the cards. The following features are enable in all cards:

  1. Card PIN #: Upon the creation of any new cards, the option to set up a 6-digit PIN number is enabled. This PIN number must be entered in order for any transaction to process at the pump.
  2. Odometer Readings: Newly created cards will be configured to accept odometer readings. An odometer reading and a PIN number must be entered at the pump in order to complete the transaction.
3.5 Allowable and Non Allowable Purchases

A. Allowable Purchases
A Voyager Card may only be used to purchase the following for the university owned vehicle to which the card is assigned: fuel, car washes and out of area emergencies. It is prohibited to use the cards to fuel personal vehicles.

B. Restricted Purchases
A Voyager Card may not be used for any purchase associated with any vehicle, whether university owned, or personal other than the one to which it is assigned. No other purchases are allowed. This includes food or beverages, parts and labor, towing, roadside assistance, mechanical repairs, other goods and services.

3.6 Fueling Using the Card

Voyager Cards may be used to fuel university owned vehicles only. Ensure the gas station will accept the Voyager Card prior to pumping gas. If the gas pump has card swipe access, use the assigned pin number. The current mileage on the vehicle is needed for keying into the gas pump terminal. The fuel pump will prompt the cardholder for this information. The cardholder only has 2 attempts to put the information in correctly before the card becomes locked and is unable to be used. If the card becomes locked there are two options: use an alternate form of payment or contact Voyager assistance at the pump by calling: 800-987-6591.

3.7 Fuel Card Log and Payment Form

Immediately after card use, transactions should be logged by the Fuel Card Custodian on the Fuel Card Log and Payment Form. One form should be maintained for transactions during the 1st to the 15th of the month and another log for transactions the 16th through the end of the month. The Fuel Card Custodian will send the Fuel Card Log and Payment Form to the Fuel Account Manager for payment request. The Fuel Account Manager will review the logs against the invoices and will submit the Vendor Payment Request Form to Accounts Payable.

3.8 Approving Invoice for Payment

A department authorized budget approver is responsible for signing the Vendor Payment Request Form (VPRF) authorizing the payment request.

3.9 Disputes and Erroneous Charges

A. Disputes
Disputes should be initiated within fifteen (15) days of the purchase date to ensure that the dispute will be honored by the vendor. Fuel Card Custodians may initiate a dispute by sending an email to fuelcard@mansfieldoil.com along with the Voyager dispute form. The Fuel Card Account Managers are set up to receive emails from Mansfield Oil with possible exception activity. Exception codes for D, H, 2-9, O will be reviewed by the Fuel Card Account Managers.

Exception Codes:
      D = Duplicate
      H = High Grade
      2-9 = Multiple Fuelings
      O = Non-Fuel (Other)
      A = Off Hours
      X = Exceed Tank Cap
      P = Product Type
      V = Aviation
      W = Weekend
      R = Propane
      E = Emergency PIN used 

B. Erroneous Charges
Any card user who places a charge on the Voyager Card in error should contact the Program Administrator immediately for guidance on the correct procedure for resolving the error. Payment for erroneous charges should never be sent to Accounts Payable for processing. Please see Violations section for possible adverse actions.

3.10 Card Security

The Fuel Card must be kept in a secure but accessible location. The account number on the card must not be posted, photocopied or left in a conspicuous place. The card may be used only for fuel, car washes and out of the area emergencies for the card assigned vehicle.   All cards are to be used through a point of sale payment process and a card Custodian must never fax, email, text or mail their card numbers to a vendor. If the card is lost or stolen, the Fuel Card Custodian must immediately notify the Program Administrator via email at voyager@wm.edu.

4.0 Audit Reviews and Training

A. Quarterly Review
Since the university assumes liability for all charges made with the card that are consistent with university policies and procedures, the Program Administrator will conduct a quarterly review of the card activities to limit the risk associated with the card program.

B. Annual Review
The Program Administrator will conduct annual reviews of the card activities to identify cards with no activity.

C. Annual Training
All Fuel Card Custodian and Fuel Card Account Managers are required to take annual training.

5.0 Retention Policy

Departments shall retain all fuel records for three (3) years plus current fiscal year for auditing purposes.

6.0 Violations

All transactions made with the Voyager Card are subject to audit and, as such, must have appropriate business justification and be accompanied by required supporting documentation. Individuals who violate these card procedures may have card privileges suspended or permanently revoked, and may face additional disciplinary action.

Typical suspension periods for misuse of card will be 30 days. Severe infractions will result in the revocation of the card. Violations include but are not limited to:

  • Personal use of the Fuel Card or unauthorized purchases,
  • Failure to reconcile online transactions, including:
    • Missing documentation or business purpose explanations
    • Failure to sign off by Voyager Card Custodian
  • Failure to properly report loss or theft of a card in a timely manner,
  • Failure to notify Program Administrator of department changes, and
  • Failure to complete mandatory annual training

Voyager Card Sanctions for Misuse Violation Action

  • 1st Offense: Warning
  • 2nd Offense: 30 day suspension
7.0 References

This policy corresponds to and should be read in conjunction with the Department of Goods and Services: Office of Fleet Management Services, Policies and Procedures: https://dgs.virginia.gov/globalassets/business-units/fleet/documents/policies-for-ofms-2016-final.pdf

8.0 Approvals and Revisions

This procedure is effective November 1, 2018.