Train account holders on the proper use of the fleet account. Use ethics training as another source for instruction.
Develop a fleet hotline to respond to account holder questions.
Develop and maintain a fleet-specific website for your agency.
Publish answers to frequently asked questions related to fleet on your agency website.
Create an informational newsletter.
Send periodic reminders on agency fleet policies and procedures.
Hold orientation sessions with new account holders.
Provide the GSA SmartPay card-sized brochure, Helpful Hints for Fleet Card Use, to account holders.
Send an annual letter from your agency director reminding account holders of their responsibilities.
Provide a fleet training video for account holders.
Inform account holders to use the GSA fleet account for fuel and maintenance purchases under $100 for the assigned GSA vehicle ONLY. For maintenance purchases over $100, follow maintenance guidelines.
Make sure account holders report lost or stolen accounts and any suspicious activity immediately.
Teach account holders to be diligent with their vehicle:
If the vehicle is under manufacturer warranty use roadside assistance programs;
For preventative maintenance follow GSA instructions rather than vendor recommendations; and
If account holders have concerns about maintenance locations, please inform them to let you know.
Best Practices for Program Coordinators
Use online tools provided by the banks, GSA, and your agency.
E-mail updates to A/OPCs at all levels on program changes.
Review reports regularly and track trends in delinquency rates and charge offs/ write offs.
Use exception reports to detect misuse of the fleet account or unusual spending patterns.
Use ad hoc reporting tools provided by your bank to customize and/or develop your own agency reports.
Eliminate manual calculations by developing ad hoc reports that can be generated as needed.
Ensure that account information is properly secured and confidentially maintained in accordance with the security and privacy regulations of your agency, as well as with the Privacy Act.
Create a monthly newsletter/ memorandum to reinforce agency fleet account holder policies for misuse.
Perform an annual review of all issued accounts to determine whether each account meets the criteria for continued participation in the Federal Government fleet program.
