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GSA SmartPay

Fleet

Use one of the GSA SmartPay fleet solutions to purchase fuel, maintenance and repair of government owned/operated motor vehicles, aircraft, boats, and motorized equipment.  

Account Holders

Overview

In accordance with the Federal Acquisition Regulation (FAR) 13.301, the governmentwide commercial fleet account is authorized for the purchase of fuel, maintenance and repair of government owned/operated motor vehicles, aircraft, boats, and motorized equipment.  GSA SmartPay fleet accounts are assigned by Fleet Managers or Fleet Service Representatives.  Federal Government or other authorized employees may use the fleet accounts assigned to that vehicle or equipment.  As an account holder, your personal credit history is not a criterion for using a fleet account.

 

Fleet Payment Solutions:
  • Full Service Accounts – Used to provide both fuel and maintenance to the majority of the GSA Fleet.  Where the WEX card cannot be swiped merchants can call in to receive a MasterCard number via the phone that bills to the same account
  • MasterCard – Used in Puerto Rico, Virgin Islands, and America Samoa
  • Fuel Only – Used primarily for our short term rental program to fuel vehicles used only for short duration where maintenance will not be an issue
  • Maintenance Only – Used only in very rare cases

 

Benefits

Benefits of using the GSA SmartPay fleet account include:

Fuel and Maintenance Acceptance

  • 135,000 fuel providers have account acceptance
  • 45,000 maintenance locations can accept under $100 with total acceptance of 500,000 when taking into account MasterCard backup

Fraud Monitoring Using Level 3 Data

  • Program data allows us to monitor and ensure that any fraud or misuse is billed to the responsible party resulting in overall savings to our customer agencies

Replacement Account Orders Direct Shipped to Agencies

  • GSA Fleet decreased potential vehicle downtime by having replacement for lost, stolen, or broken cards shipped directly to the driver utilizing the account

Real Time Authorization Data

  • If there is a problem with the account, real time authorized data allows WEX or GSA Fleet to determine immediately what it is and how to complete the transaction

Refunds and Tax Recovery

  • Receive refunds that result in savings for our customer agencies and Level 3 data allows for most effective tax recovery

 

Green Fleet

Fleet managers are encouraged to integrate environmentally friendly components to their operations. 

Research Alternative Fuels Vehicle options:

  • Ethanol
  • Compressed Natural Gas (CNG)
  • Liquefied Methane Gas (LMG)
  • Hydrogen Fuel Cell
  • Biodiesel
  • Bio-mass

Research Alternative Vehicle Options:

  • Flex-Fuel  (FFV)
  • Hybrids
  • Electric
  • Solar

Encourage drivers to:

  • Service the engine regularly
  • Rotate tires and monitor tire pressure
  • Get regular oil and air filter changes using the recommended grade of engine oil
  • Be aware when driving - avoid braking or accelerating too hard, excess idling, and high speeds
  • Remove unnecessary baggage such as roof racks and other bulky or heavy items when not using
  • Recycle used oil, tires, batteries, and other vehicle parts.

Responsibilities

You are the government's agent for each purchase made with the fleet account. You are responsible for each transaction. In addition to the responsibilities listed here, you must comply with all applicable regulations and procedures of your agency/organization and the agency/organization providing the equipment.

Do's
  • Do keep the account in a safe and secure place.
  • Do purchase regular unleaded self- service gasoline from service stations that offer the lowest price, except when the vehicle requires diesel or alternative fuel or under other authorized conditions.
  • Do use the account to purchase oil, fluids and other necessary maintenance and repairs only as authorized.
  • Do observe all dollar limits on purchases.
  • Do seek state tax exemption on all non-fuel purchases.
  • Do use the account ethically.
  • Do immediately report a lost or stolen account to your Fleet Manager or Fleet Service Representative and the issuing bank.
  • Do return your account to the Fleet Manager or Fleet Service Representative if you leave your agency/organization or retire.
  • Do destroy any lost or stolen accounts that are recovered.
  • Do be aware of identity theft schemes attempting to gain access to financial information.
  • Do be aware that misuse of the fleet account could result in disciplinary actions by your agency.
Don'ts
  • Don’t use the fleet account to purchase food, beverages or other items for personal use.
  • Don’t use an old fleet account that was replaced for any reason.
  • Don’t use a fleet account assigned to another vehicle. Your fleet account may only be used for your agency vehicles. For vehicles leased through GSA Fleet, the GSA Fleet Services Card is used.  If you are uncertain as to whether a purchase is appropriate, ask your Fleet Manager or Fleet Service Representative. Your agency/organization may have additional restrictions for the use of the account.

    

Reporting a Lost or Stolen Account

Immediately report your lost or stolen fleet account to your:

  • Issuing Bank;
  • Agency Program Coordinator/ Fleet Manager; and
  • Supervisor.

Reporting as account as stolen does not relieve you or the Federal Government of payment for any transactions that were made by the account holder prior to reporting it stolen.  If the account holder did not make the transactions appearing on the account holder statement, the account holder must submit a dispute form to the bank within 60 days. Failure to submit the dispute form could result in liability you or to the Federal Government.  If needed, the bank will mail you a new card within one business day from the time theft or loss was reported and will assign you a new account number.

 

Common Questions

Who should I contact for help with my account?

First contact your Agency/ Organization Program Coordinator (A/OPC). A/OPCs can answer most account related questions including:

  • How do I apply for a card?
  • What is considered proper use of my card?
  • What is my spending limit?
  • What are merchant codes and how can I request lifting these codes?
  • What is delinquency? What is fraud? What are the consequences for my agency?
  • Why has my card been suspended or canceled?
  • How do I get set up for online access?

Account holders can also contact the bank directly using the customer service phone number listed on the back of their card.

  • Citibank, 1-800-790-7206
  • JPMorgan Chase, 1-888-297-0781
  • US Bank, 1-888-994-6722

If your issue can not be resolved by your A/OPC or the bank, please forward it to GSA Program Support at (703) 605-2808 or email gsa_smartpay@gsa.gov.

 

How do I get a GSA SmartPay account? Do I need to qualify?

Accounts, such as charge cards, need to be obtained through your agency’s payment solutions program. Each agency has different criteria for distributing accounts to employees. Contact your supervisor or your agency’s program management office for more information on applying for a GSA SmartPay account. 

Depending on the type of payment solution and agency/organization, there are different qualifications for applicants to obtain an account:

  • For purchase accounts, a supervisor must recommend an employee to apply.  Potential purchase account holders must complete purchase account holder training before using their purchase account.
  • Depending on the frequency of travel, agency or Governmentwide policy may require that an employee obtain a Government travel account to make travel related purchases. Travel account applicants may be subject to a creditworthiness check and must complete travel account holder training before using their travel account.
  • Fleet accounts are generally assigned to a vehicle, rather than an individual. Users of a Government vehicle should contact their fleet program manager to learn more about how to use vehicle fleet accounts.

 

What may be purchased with my GSA SmartPay account?

Fleet Account – Fleet accounts may be used for purchasing fuel and maintenance services for government vehicles.

 

What policies exist regarding use of charge cards?

Depending on the type of account, different policies may apply.  Policies include:

  • Federal Acquisition Regulations (FAR);
  • Federal Travel Regulations (FTR);
  • Federal Management Regulations (FMR);
  • OMB Circular A-123 Appendix B;
  • Treasury Financial Manual for Guidance of Departments and Agencies.

Additionally, many agencies have additional regulations that are specific to their program and tailored to the agency's mission and operating procedures. Contact your agency program management office for more information regarding agency-specific policies.

 

What are the training requirements? How will my program coordinator know that I have completed my online training?

All program participants must be trained and receive a training completion certificate prior to appointment.  In addition, refresher training must be completed every 3 years (or more often if required by your agency training policy).  Training certificates serve as proof that an account holder has taken the appropriate training course. 

Account holders can obtain their training certificate by logging into the GSA SmartPay Online Training.  If the account holder has previously taken the course and passed the quiz, they may reprint or save the certificate with the original course completion date by logging into the online training.  An account holder can also take a refresher quiz.  A passing score will enable the account holder to reprint the certificate with a refreshed date. 

 

What is card misuse, and what are the potential penalties?

Intentional use of a government account for other than official government business constitutes misuse, and depending on the situation, may constitute fraud. Each agency develops and implements policies related to employee misuse of charge cards. Examples of misuse include:

  • Purchases that exceed the cardholder's limit;
  • Purchases that are not authorized by the agency;
  • Purchases for which there is no funding;
  • Purchases for personal consumption, and
  • Purchases that do not comply with the policies.

Potential consequences for the account holder may include: counseling, cancellation of the account, a written warning, notation in employee performance evaluation, reprimand, and/or suspension or termination of employment.

In the case of purchase account or centrally billed accounts (CBA) travel misuse, the employee may be held personally liable to the Government for the amount of any unauthorized transactions. Depending on the agency and the circumstances, there are a number of applicable laws that can result in fines or imprisonment.

Additionally, the contractor banks are authorized to take certain actions against account holders whose accounts are cancelled for delinquency, such as:

  • Assessing late fees;
  • Utilizing collection agencies to recover the delinquent balance;
  • Reporting the delinquency to national credit bureaus, and
  • Salary offset.

 

What is my responsibility when it comes to paying taxes when using my GSA SmartPay account?

In some cases, when using certain types of cards, government account holders are exempt from taxes on their purchases.  Please visit the SmartTax section of the website for more information on taxes.  

  • Centrally Billed Accounts (CBA): CBAs are purchase accounts where payment is made directly to the bank by the Government.  Currently, all states except Arizona, Illinois, and Hawaii exempt Federal Government employees with CBA purchase accounts.
  • Individually Billed Accounts (IBA): IBAs are travel accounts where payment is made directly to the bank by the individual.  The state determines the exemption status for Individually Billed Accounts.
  • Integrated Accounts:  Integrated accounts are CBAs

 

What is split disbursement?

The payment process called split disbursement is defined in the GSA SmartPay 2 master contract as the process of dividing a travel voucher reimbursement between the contractor (bank) and the traveler. The balance designated to go to each is sent directly to the appropriate party.

Note:  Although OMB Circular A-123, Appendix B in Chapter 4.4 requires all executive branch agencies to implement split disbursement, it may not yet be operational in your agency/organization. Please contact your Agency/Organization Program Coordinator (A/OPC) for further details

 

Program Coordinators/AOs

How it Works

The commercial fleet account is authorized for the purchase of fuel, maintenance and repair of government owned/operated motor vehicles, aircraft, boats, and motorized equipment.  Program coordinators/ fleet managers assign fleet accounts to vehicles, which may be used by the Federal Government or other authorized employees to make authorized purchases as determined by the agency/ organization. 

Examples of authorized purchases include:

  • Regular unleaded self service fuel
  • Immediately consumable items for vehicle (quart of oil, washer fluid, etc.)
  • Required preventative maintenance
  • Car washes (not to exceed $25 per month or as determined by your agency)
  • Mechanical repairs

Examples of unauthorized purchases include:

  • Premium or full service fueling
  • Maps, air fresheners, food, etc.
  • Buying services in excess of required repairs
  • Excessive car washes or details
  • Upgrading tires or accessories (may vary depending on specific agency policy)

Managing your Fleet Card Program

As a program coordinator/ fleet manager, your primary responsibilities are to oversee the program and establish guidelines for your agency/ organization. This includes:

  • Answering questions about the fleet program,
  • Task order administration,
  • Establishing and maintaining accounts,
  • Issuance and destruction of fleet accounts,
  • Serving as the liaison between the agency/organization, the contractor and the GSA contracting officer,
  • Submitting changes to authorization controls, 
  • Auditing fleet accounts as required, and
  • Keeping account information current.
Public Laws/Regulations

This section discusses relevant legislation and regulations of the GSA SmartPay fleet program.  However, policies will vary from agency to agency, based on mission considerations. It is recommended that you are familiar with your specific agency policies and how they relate to your role in the GSA SmartPay fleet program. 

Purchases of fleet supplies and services are covered by Federal Acquisition Regulations (FAR), purchase of property is covered by Federal Property Management Regulations (FPMR), and the Federal Acquisition Streamlining Act of 1994 (FASA) provides an additional basis for a more simplified approach to purchasing.

For additional sources of public law:

National Archives and Records Administration, Code of Federal Regulations
http://www.access.gpo.gov/nara/cfr/cfr-table-search.html

Legislation Information from the Library of Congress
http://thomas.loc.gov/

Benefits

Benefits of using the GSA SmartPay fleet account include:

Fuel and Maintenance Accep​tance

  • 135,000 fuel providers have account acceptance
  • 45,000 maintenance locations can accept payment under $100 with total acceptance of 500,000 when taking into account MasterCard backup

Fraud Moni​toring Using Level 3 Data

  • Program data allows us to monitor and ensure that any fraud or misuse is billed to the responsible party resulting in overall savings to our customer agencies

Replacement Card Orders Direct Shipped to Agencies

  • GSA Fleet decreased potential vehicle downtime by having replacement for lost, stolen, or broken cards shipped directly to the driver utilizing the account

Real Time Autho​rization Data

  • If there is a problem with the account allows WEX or GSA Fleet to determine immediately what it is and how to complete the transaction

Refunds and Tax Recovery

  • Receive refunds that result in savings for our customer agencies and Level 3 data allows for most effective tax recovery

 

Responsibilities

As a program coordinator/ fleet manager, your primary responsibilities are to oversee the program and establish guidelines for your agency/ organization. This includes:  

  • Answering questions about the fleet program,
  • Task order administration,
  • Establishing and maintaining accounts,
  • Issuance and destruction of fleet accounts,
  • Serving as the liaison between the agency/organization, the contractor and the GSA contracting officer,
  • Submitting changes to authorization controls, 
  • Auditing fleet accounts as required, and
  • Keeping account information current.

Realizing Cost Savings

The GSA Office of Charge Card Management (OCCM) and GSA SmartPay contractor banks are dedicated to identifying opportunities to provide customers with GSA SmartPay solutions to help address agency payment challenges. OCCM seeks to increase awareness of available payment solutions under the GSA SmartPay 2 master contract and help agencies continue to find ways to increase payment efficiencies and earn refunds. In the current budgetary environment, OCCM is committed to providing information to agency executives and card managers to identify innovative ways to help realize cost savings.

Reporting a Lost or Stolen Account

As the program coordinator (A/OPC), you have the responsibility to immediately report a lost or stolen account to the issuing bank so that they can cancel the account. 

Reporting the account as stolen does not relieve the account holder or Federal Government of payment for any transactions that were made by the account holder prior to reporting it stolen.  If the account holder did not make the transactions appearing on the billing statement, the account holder must submit a dispute form to the bank within 90 days from the date of the transaction. Failure to submit the dispute form could result in liability to the account holder or to the Federal Government.  If required, the bank will mail a new card within one business day from the time theft or loss was reported and will assign a new account number to the replacement card.

Best Practices

Best Practices for Managing Account Holders
  • 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.

Common Questions

As a Program Coordinator, how do I connect with other agency program coordinators to share ideas and best practices?

There are several ways to actively participate within the community:

  • Join the Discussions with GSA SmartPay Community on Interact: A private online community allowing Program Coordinators (A/OPCs) a central location to share ideas and best practices, as well as discuss all other issues related to the GSA SmartPay program.
  • Attend the Quarterly A/OPC meetings, monthly Discussions with Dave conference call,  as well as other special meetings and events.  Dates and location for all meetings will be posted within the Interact Community.
  • Attend the GSA SmartPay Annual Training Forum:  Learn about all aspects of successfully managing your charge card program, including innovative payment solutions and the latest advancements in program oversight, as well as network, collaborate and share best practices with other card managers, bank representatives and GSA personnel. Check the website for more information.
What can I do to improve my agency’s program performance?

The GSA SmartPay program office provides a number of tools and other types of assistance to support effective program management in agencies across the Government. A few tips include:

Ensure policies are being followed: Most agencies have comprehensive policies regarding the administration of their payment programs. This includes policies for account use as well as for program management. Agency program management offices should ensure that the policies are communicated to cardholders and easily accessible (e.g., post the regulations on the agency's Intranet website). It is important for agencies to follow through with the implementation of their policies, including distribution and compliance monitoring.

Make sure training is a priority for all account holders and program coordinators: 

  • GSA offers free basic online training covering regulations and best practices for all agencies,
  • A variety of free resources and guidebooks to support card management are available on our website 
  • Contact the bank to schedule an in person or virtual Electronic Access System (EAS) training for your program coordinators
  • Attend the annual GSA SmartPay training forum provides a large variety of training for all program coordinators   

Initiate an Accounts Payable File Review:  An A/P File Review is a no-cost tool for agencies to help identify opportunities to leverage GSA SmartPay solutions as methods of payment to increase process efficiencies, cost savings, and refunds. 

Participate in Workgroups:  The GSA SmartPay program office sponsors periodic workgroups to facilitate the sharing of information between agencies, and to collect feedback on the performance of the GSA SmartPay program office and its contractor banks.

How do I go about incorporating a new payment solution into my program?

Under the GSA SmartPay program there are many options available to assist in meeting your agency’s mission critical needs.  Products  and related services under the GSA SmartPay program can offer customized payment solutions to help your agency achieve its goals. Upon award of the GSA SmartPay 2 Master Contract, each agency awarded a task order to one of the three GSA SmartPay contractors: Citibank, J.P. Morgan, and U.S. Bank. The products and services offered to your agency under the GSA SmartPay program, may not be specified at the task order level, as each agency's task order is different and unique.  Therefore, it is important to review your agency/organization's task order and speak to those within your agency responsible for managing your agency’s task order, such as your level 1 Agency/Organization Program Coordinator (A/OPC) and/or the Contracting Officer, to find out how your agency/organization can take advantage of these offerings. 

What policies exist regarding the use of the GSA SmartPay payment solutions?

There are a number of policies that govern the use of Government payment solutions. Policies include:

  • Federal Acquisition Regulations (FAR);
  • Federal Travel Regulations (FTR);
  • Federal Management Regulations (FMR);
  • OMB Circular A-123 Appendix B;
  • Treasury Financial Manual for Guidance of Departments and Agencies.

Additionally, many agencies have regulations that are specific to their program and tailored to the agency's mission and operating procedures. Contact your agency program management office for more information regarding agency-specific policies.

What training is available for agency program coordinators?

There is a variety of free training offered for program coordinators (A/OPCs).  All upcoming training relevant information for program coordinators will be posted in Interact. 

What can agencies/organizations do to help prevent misuse of cards? What tools are available to provide assistance to agencies in detecting fraud and misuse?

Agencies can significantly benefit by mandating training that meets governmentwide standards for account holders and A/OPCs. Currently, training varies widely among the agencies, with many agencies relying on the training provided at the annual GSA SmartPay training forum and the online training courses on the GSA SmartPay website.  These training courses provide the necessary governmentwide rules and regulations but do not reflect agency-specific requirements.

The master contract requires a number of tools that support the Government in controlling and monitoring card spend to prevent fraud, waste, and abuse. Examples of these tools are:

  • Credit limits – Credit limits restrict single purchase, daily, weekly, or monthly expenditures by the cardholders. In accordance with agency policy, limits are set to meet the agency needs.
  • Merchant Category Code (MCC) Blocks – MCCs are established by the bankcard associations to classify different types of businesses. Merchants are assigned codes that describe their primary line of business. Agencies can limit the types of businesses where cardholders can make purchases by limiting the MCCs available to the cardholder.
  • Reports – Agencies have access to management reports via the Internet. The banks provide standard reports and ad hoc reports. These include Account Activity reports, Dispute reports, Unusual Spending Activity reports, Lost/Stolen Cards reports, and miscellaneous Ad Hoc reports.
  • Guidebooks – The banks are required to provide written guides for A/OPCs that include best practices for account setup and maintenance, account suspension/cancellation, disputes, reports, and invoicing procedures. Agencies also have access to account holder guides from banks, which outline authorized uses of the account, disputes, and billing.

Other resources such as Knowledge: The Best Protection for Your GSA SmartPay Card are available for download or print on the website. 

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