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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/ AOs

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

Click here for commonly asked questions.

Program Coordinators

Fleet Program Overview

What is a GSA SmartPay Fleet Account?

A fleet account is a type of payment solution, issued by a GSA SmartPay contractor bank, and used to pay for the purchase of fuel, maintenance and repair of government owned/operated motor equipment, aviation (including airports, airbuses, and associated services), small marine vessels and large marine vessels (including ocean going ships, barges, tugs, dredges, and other marine conveyances that are not required to utilize DLA Energy as the required integrated material manager for bunker fuel and associated services).

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 vehicles (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)
What is a Centrally Billed Account vs an Individually Billed Account? Why is it important to know the difference?

Because the agency is invoiced for purchases and payments are made directly to the contractor banks by the Federal Government, all fleet accounts are considered Centrally Billed Accounts (CBAs). In contrast, travel cards/accounts and integrated cards/accounts can be either CBAs or IBAs as determined by the agency/organization. Individually Billed Accounts (IBAs) are invoiced directly to the account holder and payment is the responsibility of the account holder, who is then reimbursed by the agency/ organization.

 

The distinction between CBA and IBA is important when determining state tax exemption. All GSA SmartPay CBAs should be exempt from state taxes. In addition, with a CBA, the Federal Government accepts liability for charges made by an authorized account holder, but is not liable for any unauthorized use. Unauthorized use means the use of an account by a person, other than the account holder, who does not have actual, implied or apparent authority for such use and from which the account holder receives no benefit. When the CBA has been used by an authorized account holder to make an unauthorized purchase, the Government is liable for the charge and the agency is responsible for taking appropriate action against the account holder.

Benefits

The GSA SmartPay Program has continued to grow through increased adoption as agencies/organizations realize benefits afforded under the program.

Utilizing the GSA SmartPay Master Contract means

  • A faster contract acquisition process and reduced risk of protest, as compared with a full and open competitive procurement
  • Favorable negotiating platform and contract terms
  • Awards to contractor banks based on a competitive bidding process
  • Established relationships with contract banks
  • A broad range of flexible products and services for agencies/organizations as well as, the flexibility to add products and services
  • Ongoing support for your agency/organizations

Other Benefits include:

  • Universal Acceptance: Because GSA SmartPay fleet accounts are either WEX, Voyager, MasterCard or VISA brands, they can be used at any merchant that already accepts these types of payment.
  • Refunds: Agencies receive monetary payments provided by the contractor based on the dollar or spend volume during a specified time period, which result in millions of dollars back per year for the agency.
  • Electronic Access to Data: The GSA SmartPay contractor banks all provide an Electronic Access Systems (EAS), which provides account access and a variety of reports for A/OPCs to assist in the effective management of the program.

 

Specific to the GSA SmartPay Fleet Account

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 payment 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 Card Orders Direct Shipped to Agencies
    • Decreased potential vehicle downtime by having replacement for lost, stolen, or broken cards shipped directly to the agency
  • Real Time Authorization Data
    • If there is a problem with the account, the contractor can determine immediately what the problem is and how to complete the transaction
  • Refunds
    • Receive refunds that result in savings for our customer agencies
  • Tax Recovery
    • Level 3 data allows for most effective tax recovery

Responsibilities

What are my responsibilities as a Program Coordinator?

As an A/OPC for your agency/organization, you serve as the liaison between your agency/organization, the contractor bank, the account holder, and the GSA Contracting Office.

Your role is essential to efficiently and effectively managing the fleet program.

Roles may differ with each organization, but could include:

  • Managing all agency/ organization GSA SmartPay Fleet Account programs
  • Promoting appropriate use of the GSA SmartPay Fleet Accounts
  • Monitoring and taking appropriate action for fraud, waste or abuse
  • Resolving technical and operational problems between the contractor bank and the fleet account
  • Developing agency/ organization fleet-specific program policies and procedures
  • Maintaining open lines of communication

Some best practices for fleet managers in effectively managing their GSA SmartPay Fleet Program include:

  • Monitor appropriate reports and ensure fleet accounts are paid in a timely manner, to avoid becoming delinquent 
  • Publish Frequently Asked Questions (FAQs) on the agency/ organization’s internal website 
  • Create a monthly newsletter for agency/ organization fleet policies and procedures 
  • Develop automated reports to eliminate manually performing data analysis

Communication is key to an effective fleet program is to ensure that all program participants, including senior management/leadership, are aware of what is going on in the program. Keep in touch with your agency/organization's fleet program participants by networking, asking questions, and sharing or distributing agency/organization policy changes, program information, and/or other purchase account information.

As an A/OPC, you should try to establish relationships with the account holders and AOs within your span of control. The better you understand why and how the fleet account will be used, the more effective you can be in managing the program.

How are new accounts set up?

Accounts are established by using information required for each account. As an A/OPC, you are responsible for setting up and maintaining all accounts. Information is supplied by each agency/organization to the contractor bank.

What is the process for renewing fleet accounts?

At least 180 calendar days prior to the expiration of each account, the contractor bank will submit a report to the A/OPC listing each expiring account, containing all information necessary for the agency/organization to renew the account. Fleet Cards used within the past 90 calendar days will automatically renew unless otherwise directed from the A/OPC. If the fleet account has not been used within the past 90 calendar days, the Contractor shall close the account unless a renewal request is received by the A/OPC. Renewed cards will be sent between 20-40 days before the expiration date.

How are accounts closed/terminated and what are the recommended exit procedures?

There are four steps to closing or terminating an account, as follows:

  • Immediately notify the contractor bank when an account is no longer required.
  • Follow the account close out procedures from your contractor bank.
  • Instruct the account holder to destroy/dispose of the card by cutting it into pieces.
  • Review the master file/ account holder listing to ensure the account is closed.
What is my responsibility in the suspension/ cancellation of a fleet account?

As the A/OPC you have the discretion to initiate suspension and/or cancellation procedures for any account; however, you must document the reason for cancellation and/or suspension.

Suspension is the process by which an account is deactivated due to delinquency or multiple pre-suspension actions. An account is considered past due if payment for undisputed principal amounts has not been received within 45 calendar days from the billing date.

The contractor bank may suspend an account when the account becomes delinquent. Once payment of the undisputed principal amount and Prompt Payment Act Interest is received, the bank is required to reinstate suspended account.

An account can be canceled if an undisputed balance remains unpaid for the prescribed number of calendar days after the date of the statement of account on which the charge first appeared. An account may also be canceled for numerous suspensions.

Can I, as an A/OPC, suspend or cancel an account? 

Yes. A reason must be documented for suspension or cancellation. Accounts may be cancelled through your bank’s electronic access system or through the bank’s customer service office.

The following chart may be used as a guide for determining the status of an account.

Calendar Days Past the Payment Due Date Account Status/Action
45 Days Past Due Pre-Suspension
61 Days Past Due Suspension/Pre-Cancellation
126 Days Past Due Cancellation
180 Days Past Due Charge Off/Write Off

*Please refer to your agency policy for specific delinquency stages.

(For more details on Suspension/ Cancellation Procedures, see the GSA SmartPay 3 Master Contract, Section C.3.3.11 Suspension Procedures and Section C.3.3.12 Cancellation Procedures)

The bank is required to automatically reinstate suspended accounts upon payment of the undisputed principal amount unless otherwise specified by you. You may also notify the bank of any mission-related, extenuating circumstances for which the account should not be suspended within the notification time frames mentioned previously. Once an account has been cancelled, the contractor bank is under no obligation to reinstate the account.

Reporting Tools

How do I access reports related to the GSA SmartPay fleet program?

Program Coordinators have a number of reporting tools that enable you to manage your fleet program effectively through your contractor bank's Electronic Access System (EAS). To access reports, contact your bank representative to obtain a User ID and password.

Each bank has a slightly different suite of reports available, so review the contractor bank's A/OPC guide or get online to learn about the specific reports offered. Most electronic reports are updated within two to three days after a transaction. However, some reports are only updated at the end of the billing cycle.

Program coordinators will also have access through the EAS to monitor account holder transactions at any time. By searching by account number, you can track transactions, as well as view monthly statements. You may also contact the bank’s customer service at any time to request information on a specific account.

Note: See the GSA SmartPay 3 Master Contract, Section C.7.1 Electronic Access System for a full list of the EAS requirements.

 

Best reporting practices for Program Coordinators/ Fleet Managers include:

  • Monitoring bank reports regularly, which allows you to oversee the fleet program’s financial condition and watch for fraud, waste, and abuse
  • Use bank reports proactively, not reactively, for activities such as invoice and payment data and meeting OMB requirements
  • Research and understand all reports available to you
  • Develop automated reports, specific to the agency/ organization
Which reports provide general account information?

The Account Activity Report consists of summary totals for the reporting period, the FY to-date, categorized by account and agency/organization. This report is used by the A/OPCs to obtain and manipulate program data. It includes

  • Complete account activity, both active and inactive,
  • An agency/organization hierarchy roll-up section,
  • Current and past FY account activity,
  • Segregates charges and credits by individual or agency/organization accounts with current period totals of the data elements identified, and
  • Merchant information such as name, address, and MCC (as applicable).

Specific to fleet, data elements required are:

  • Total transactions;
  • Total units for the reporting period for each fuel type by unit type;
  • Total taxes for each state by tax category;
  • Total gross fuel charges for each fuel type;
  • Total gross non-fuel charges for non-fuel category;
  • Total net fuel charges for each fuel type;
  • Total net non-fuel charges for non-fuel category;
  • Grand total gross fuel charges;
  • Grand total gross non-fuel charges;
  • Grand total taxes deducted;
  • Grand total net fuel charges; and
  • Grand total net non-fuel charges.

The Account Change Report lists any changes made to the master file information and identifies what and when elements were changed. This report is generally used by A/OPCs to manage programmatic data as well as to flag/verify changes.

The Current Accounts Report shows all accounts in alphabetical order and includes all information necessary to identify and contact the account holder. This report is generally used by A/OPCs as an easy reference for account holder identification.

The Exception Report identifies high risk transactions such as lost, stolen, invalid or cancelled accounts, declined transactions and unusual spending activity, and details such transaction activity. This report includes current and past due balances. It is generally used by A/OPCs and the Designated Billing Office (DBO) to monitor account holder activity, track misuse and/or identify training needs of an account holder.

The Master File Report contains master file information on all accounts (e.g., account number, cardholder information, account expiration date, etc.).

The Renewal Report lists accounts due to expire and identifies account name, account number, expiration date, and any other information required to determine renewal status. This report is generally used by the A/OPC to flag expiring accounts.

 

Which reports are available on transactions, payments, and disputes?

The Detailed Electronic Transaction File lists each account holder’s detailed transactions for the reporting period and contains all transaction data. This file is used by the agency/ organization in processing transactions through their financial systems and for reporting purposes.

The Invoice Status Report identifies payment status on each outstanding invoice and includes all transaction data, including the original invoice number and other references required to identify the charge. This report is generally used by the DBO to manage payments and disputes.

The Transaction Dispute Report lists all outstanding and resolved transaction disputes and includes all information necessary to identify, track, balance, and obtain status on the dispute from the original charge through resolution. It is generally used by the Transaction Dispute Office (TDO) to manage disputes.

Which reports provide information on account delinquency?

The Pre-suspension/Pre-cancellation Report lists accounts eligible for suspension or cancellation as defined in the Master Contract, Section C.3.3.11 Suspension Procedures and C.3.3.12 Cancellation Procedures. It identifies account name, account number, status, balance past due, number of days past due, and interest penalty for CBAs.

The Suspension/Cancellation Report lists accounts that have been suspended or canceled as defined in the Master Contract, Section C.3.3.11 Suspension Procedures and C.3.3.12 Cancellation Procedures. It identifies account name, account number, status (suspended or canceled), date of status, balance past due, number of days past due, and interest penalty.

The Delinquency Report lists account status for each 30-120+ day time frame (e.g., 30, 60, 90, 120 or more days).

The Write-off Report lists the amount of the write-off and date written off. This report is used by the agency/organization to identify problem areas to better manage delinquencies, to analyze and project programmatic data for the future, and to verify and balance delinquent data in contract reports.

Exception Reports identifies high risk transactions, as defined by the agency/organization, such as declined authorizations, Merchant Category Code (MCC) reports for questionable expenditures, ATM withdrawals, high volume accounts, etc.

Which reports provide statistical or summary information?

The 1057 Report contains summary merchant demographic information (minority, women-owned business, etc.) on a quarterly and cumulative fiscal year basis. It includes the amount of purchase, merchant name, merchant address, merchant demographic information, North American Industrial Classification System (NAICS) code and size standard. This report is generally used by the agency/organization in fulfilling its small business and small disadvantaged business goals.

The Payment Performance and Refund Report lists the payment performance (average payment time) and any refunds paid to the agency/organization level. It includes total net charge volume, payment performance, refund amount, payment method and transaction type (e.g., ePayables, large ticket items). This report is used by the agency/organization to analyze payment performance and refunds as well as for audit purposes. This report includes daily accrual figures and the percentage of potential refunds earned by the agency/ organization along with an explanation of how this figure was derived.

The Statistical Summary Report provides program summary information such as dollar volume, ATM volume, number of transactions, active account holders, total accounts, new accounts, miscellaneous fees, transaction type (e.g. convenience check, ATM, large ticket) and identification of fees (e.g., fees for customized services, fees for convenience checks, fees for value-added product and service offerings) on a current and FY basis.

Specific to fleet, data elements required are:

  • Agency/organization;
  • Customer account;
  • Task order number;
  • Fuel sales (purchases made using card);
  • Non-fuel sales (purchases made using card);
  • Number of fuel transactions;
  • Number of non-fuel transactions;
  • Miscellaneous charges (line item description);
  • Number of active (recently used) accounts;
  • New cards issued;
  • Number of replacement cards issued;
  • Number of cards cancelled;
  • Number of cards reported lost;
  • Number of cards reported stolen;
  • Total customer units (accounts);
  • Total new customer units; and
  • Total number of cards in inventory.

The Summary Quarterly Merchant Report lists, by FY Quarter, summary spending information by merchant category codes (MCCs) and Product Number/Code. It reports MCC description, number of transactions per MCC, total dollar amount per MCC, and average dollar amount per MCC. This report is used by the agency/organization to summarize supplier categories where the agency/organization dollars are spent, and trend analysis. This report shall also show which MCCs are listed in each template.

The Summary Quarterly Purchase Report provides a summary of purchases under the micro-purchase threshold as described in FAR Part 2.101 Definitions. It also provides a summary of purchases over the micro-purchase threshold. It includes number of transactions, the dollar volume and comparative percentages for the current reporting period and FY activity.

OMB Report: This report provides transaction data required by Chapter 5 – Performance Metrics and Data Requirements of OMB Circular A-123, Appendix B. This report shall include a program type identifier (e.g., Purchase, Travel, Fleet, Integrated). Examples of this transaction data includes, but is not limited to, number of cards, and number of active accounts.

Summary Quarterly Merchant Analysis Report: This report lists, by FY, a detailed quarterly and cumulative summary of the top 100 merchants, by individual merchant, city, state, and service type, in total dollars and total number of transactions. This report is used by the agency/organization to negotiate better discounts with merchants and trend analysis. 

Summary Quarterly Merchant Ranking Report: This report lists, by FY, a quarterly and comparative summary by name and type of merchant, ranking the major merchants and their dollar charges, along with a percentage breakdown of totals and changes from the previous quarter as well as the same quarter of the previous year, if applicable. This report is used by the agency/organization for market and trend analysis.

What are my responsibilities for printing and storing reports?

You should save copies of all electronic reports you generate, particularly statistical or summary reports. Due to the volume of information available, the bank will furnish information for a limited period of time (generally, 18 months or less) before archiving the data. Reports containing sensitive information (e.g., account numbers, account holder information, etc.) should be maintained in a secure location. Review and follow your agency/ organization policy for instructions on printing and safeguarding reports.

What are Ad Hoc Reports?

Ad Hoc Reports provide the ability for GSA and the agency/organization community to access all data elements of the AO, account holder, and transaction records at any time by allowing GSA and/or agencies/organizations to create reports in html, Excel, text (ASCII) formats, and/or others as defined by the agency/organization at the task order level. The contractor bank provides the capability for GSA to utilize the ad-hoc reporting functionality of the EAS Systems for any additional future reporting needs that are not listed.

Risk Mitigation

The most important thing you can do to minimize the risk of misuse or fraud in your GSA SmartPay fleet program is to be aware of what activity is occurring on the accounts under your purview. Do not be afraid to ask questions if you identify unusual or suspicious transactions or behavior.

GSA SmartPay Purchase Account Misuse/ Abuse can take many different forms, but here are some of the most common examples:

  • Purchases exceed the authorized limit. Accounts may be limited to a specific spending limit per transaction, per day, or per monthly billing cycle.
  • Purchases for which no funding is available. Federal law requires that funds must be available before any government purchase is made.
  • Using the fleet account for an unauthorized vehicle. Account holders must take steps to ensure the security of their account. This means the fleet account must be used only by an authorized vehicle and only for official government business. If the account holder allows others to use the fleet account, the account holder will be held personally liable to the Government for any unauthorized transactions.
  • Split Transactions. The FAR limits the dollar threshold for micro-purchases. Any purchase that, as a whole, would exceed the micro-purchase limit but is separated into smaller transactions in order to avoid the micro-purchase limit is considered to be a split transaction.
  • Products or services that do not meet the government's requirements. Account holders must use discretion when making purchases to ensure that they meet the government's requirements. Due to the wide array of products and services available, there may be occasions when account holders may be requested or tempted to buy luxury or deluxe versions of products and services that exceed the government's actual requirements. For instance, it would be questionable for an account holder to buy a $200 car wash when there are many quality car washes available for $50 or less.
  • Purchases for personal consumption. All purchases must be for official government use only. Thus, any purchase made that is for the account holder's personal use rather than for official government purposes is considered to be misuse. For example, an account holder who uses the fleet account to buy himself lunch at the gas station because he had no cash available that day is misusing the account.
  • Purchases that are not authorized by the agency/organization. Your agency/organization may have additional limits on the use of the purchase account, such as limiting certain categories or types of products or services.

Consequences for misuse/abuse may include:

  • Reprimand;
  • Counseling;
  • Suspension of employment;
  • Termination of employment; and
  • Criminal prosecution.

Note: Some agencies have agency-specific penalties and consequences for misuse/abuse of the fleet account.

What is fraud?

Fraud is a deception deliberately practiced with the motive of securing unfair or unlawful gain. Fraud can be an attempt to cheat the Federal Government and corrupt its agents by using GSA SmartPay payment solutions for transactions not part of official government business. Like any deception, fraud has its fair share of victims.

Some of the different types of fraud include:

  • Counterfeit Accounts — To make fake cards, criminals use the newest technology to “skim” information contained on magnetic stripes of cards, and also to pass security features (such as holograms).
  • Lost or Stolen Accounts — Often physical cards are stolen from an unattended vehicle.
  • Non-Receipt Fraud — This occurs whenever new or replacement cards are mailed and then stolen while in transit.
  • “Friends and Family” fraud - an employee steals the card and uses it to fuel personal vehicles or a stranger’s vehicle often in return for a discounted cash price
  • Phishing — Phishing occurs whenever an account holder receives a fake email directing him or her to enter sensitive personal information on a phony website. The false website enables the criminal to steal information from the account holder.
  • Skimming - Account information is stolen at the pump

As a program coordinator, you must inform your account holders to:

  • Be alert to the indicators of fraud (including false charges/ transactions, mischarging, bribes, gratuities, and kickbacks)
  • Report suspected fraud immediately through the proper channels at your agency (AO, A/OPC, Financial Officer, Office of the Inspector General or Office of Special Investigations)

Note: Any intentional use of the GSA SmartPay fleet account for other than official government business is considered an attempt to commit fraud against the U.S. Government and may be cause for disciplinary actions. The account holder is held personally liable to the Government for the amount of any non-Government transaction. Under 18 U.S.C. 287, misuse of the fleet account could result in fines or imprisonment or both. Military members who misuse the fleet account may be subject to court martial under 10 U.S.C. 932, UCMJ Art. 132.

What should I do if I suspect misuse or fraud?

A key responsibility for most program coordinators is to detect and report suspected misuse. If a situation occurs where you must report suspected misuse, make sure you have all the information necessary to assist with a formal inquiry or investigation. Contact the driver to obtain any information that could explain questionable charges. If the driver provides documentation or an explanation regarding the charges and you still have questions or concerns about it, compile all the information (e.g., statement, exception report, documented contacts between you and the account holder, copies of receipts, etc.) before you report it. Your agency/organization may ask you to report suspected misuse to one or more of the following personnel:

  • The Approving Official
  • The Finance Officer
  • The Office of Inspector General (via the hotline), OR the Office of Special Investigations (for Defense agencies)

Always follow your agency's policies and procedures when handling cases of suspected misuse.

Program management tools include:

  • Credit limits - Credit limits restrict single, daily, weekly, or monthly expenditures per account. In accordance with agency/organization policy, an A/OPC may set the limits which best meet the agency's needs. Setting limits that are realistic, but not excessive, will deter misuse. By reviewing spending patterns, you may be able to lower limits without disrupting the agency's mission. A/OPCs also have the authority to raise limits at any time in response to emergency or unforeseen situations.
  • Merchant Category Code (MCC) Blocks - Merchant Category Codes (MCCs) are established by the associations or contractor banks to identify different types of businesses. Merchants select the codes best describing their business. You may limit the types of businesses where the account will be accepted by limiting the MCCs available to the account holder. The contractor bank has established sample templates that may assist you in determining which MCCs should be restricted. In the event that a driver needs to make a purchase outside of his/her restricted MCCs, A/OPCs are authorized to override the restriction for a transaction by contacting the contractor bank's Customer Service Representative. Agency/organization policy should specify who is authorized to perform overrides.
  • Online Reports - A/OPCs have access to many standard and ad hoc reports online through the contractor bank’s EAS.
  • Account Deactivation - In those instances when the fleet account is not needed on a continuous basis, deactivation of the account may serve as a deterrent to fraud and/or misuse. You may deactivate the account when an account is not being used. By understanding the use of the account, you can work establish deactivation guidelines. Deactivation and reactivation can be completed through the bank's EAS or by calling the bank's customer service phone number.

In addition, fleet program coordinators can:

  • Establish policies and procedures to detect fraud, waste and abuse
  • Emphasise standards of conduct and clearly state consequences for misuse
  • Manage delinquency and implement proper training

Drivers can:

  • Double check that they are using the correct card before making a purchase
  • Keep their Driver ID/ PIN confidential, do not write it on or near the physical card
  • Ensure pumps are not compromised or opened
  • Use pumps that face the attendant, they are less likely to have skimming devices installed
  • Secure the fleet card 
How do these tools make it easier to audit and manage the use of fleet accounts?

By providing electronic reports and transaction files, auditors and agency/organization program managers have immediate access to information such as merchant name, type of merchant, dollar amount of transaction, and date of transaction. These tools make it easier to identify questionable transactions and follow through to ensure that the transactions were proper. In some instances, merchants also provide line item detail of transactions, including quantities, prices and product descriptions. GSA continues to work with the associations to increase availability of line item detail.

What tools does GSA provide to assist agencies/organizations with preventative measures/program management for the fleet program?
  • GSA developed and hosts online training courses
  • The annual GSA SmartPay Training Forum for A/OPCs provides training on the bank’s EAS, best practices, and program management.
  • Free online resources to assist purchase A/OPCs in detecting and preventing misuse and fraud.
  • Printable resources such as Helpful Hints for Fleet Account Use is a card-sized brochure that provides information on the fleet

Policies/ Regulations

What policies apply to Government Owned Vehicles (GOVs)?

Policies and guidance documents that affect the operation and management of federal vehicles come in many forms: advisory bulletins, Government Accountability Office (GAO) Reports, Executive Orders, OMB Circulars, Office of General Counsel guidance, laws, regulations, and agency specific policies.

Listed are a few Federal Regulations to become familiar with:

  • Fleet Management Regulation (§102-34.50) - Agencies may only obtain the minimum size of motor vehicle necessary to fulfill mission and must obtain motor vehicles that achieve maximum fuel efficiency, limit motor vehicle body size, engine size and optional equipment to what is essential to meet your agency’s mission.
  • Executive Order 13693: Planning for Sustainability in the Next Decade
    • Reduce federal fleet per-mile greenhouse gas (GHG) emissions by 30% by 2025 from a 2014 baseline
    • By 2020, 20% of new fleet acquisitions must be comprised of zero emissions and plug-in hybrid electric vehicles (Increase to 50% by 2025)
    • Plan for refueling infrastructure that can record vehicle level refueling data
  • Energy Independence and Security Act of 2007 (EISA)
    • Acquire only low-GHG emitting vehicles with some exceptions
    • MY17 Passenger Cars: 300 g/mile max CO2 emission (295 for MY18)
    • MY17 Light-Duty Trucks: 375 g/mile max CO2 emission
  • Energy Policy Act 1992/2005 (EPAct)
    • 75% of light duty vehicle acquisitions must be alternative fuel vehicles in metropolitan areas

Innovative Solutions

Innovative payment solutions provide agencies/organizations with increased payment flexibilities and strategies for making payments. Under the GSA SmartPay 3 Master Contract and your agency task order, there are several innovative solutions offered including:

  • Additional Authorization Controls add value to the GSA SmartPay Program:.
    • Product code dollar limits: Restricting the dollars per designated cycle (e.g., daily, weekly, biweekly, monthly) per product code (e.g., fuel, non-fuel, general merchandise, oil and fluids, parts and service, quicklube, roadside) on each card/account as set by the A/OPC; and
    • Product code daily transaction limit: Restricting the number of transactions designated cycle (e.g., daily, weekly, biweekly, monthly) per product code (e.g., fuel, non-fuel, general merchandise, oil and fluids, parts and service, quick lube, roadside) on each card/account as set by the A/OPC.
  • Additional Data Mining Tools include being capable of accepting rules-based parameters to indicate specific rules for the data analysis.
  • Additional International Customer Service provides customer service in other languages.
  • After-Hours Roadside Assistance: Customer support/service during after hours and holidays as well as provide after-hours roadside assistance support as required to ensure coordination of the driver’s call to the appropriate roadside assistance program.
  • Combined Charge Card and Identification Card Technology combines payment solutions and personnel identity cards into a single card, such as programming government issued identification cards with payment solution functionality.
  • Commercially Offered Convenience Services such as extended warranty programs, guaranteed return programs, and merchant discount programs.
  • Chip Cards: Implementation of chip card for Fleet transactions is not yet available. Upon availability, Contractors must offer chip cards or equivalent enhanced security technology for the Fleet business line at no additional cost.
  • ePayables: A solution that replaces the accounts payables process such that electronic transactions take place directly between the Government and the supplier. ePayables solutions are typically used with merchants who are either:
    • Traditionally paid by convenience check or EFT or
    • Merchants who do not accept charge card payments (e.g., utility companies)
  • International Fleet Solution: Products and solutions designed for use outside of the continental United States, Alaska, and Hawaii. Solutions can either utilize a closed loop network that provides Level III data or an open loop network that does not guarantee Level III data.
  • Mobile Application : The ability to access EAS, pay invoices, receive text/email alerts, and view statement and payment information over a mobile device. Your contractor bank provides mobile application capabilities, upon request, at no additional cost. Mobile application capabilities include:
    • the ability to access EAS,
    • pay invoices,
    • receive text/email alerts and
    • view statement and payment information over a mobile device.
  • Mobile Payments: The ability to make payments via mobile device at the point-of-sale. Your contractor bank provides the ability for account holders to make secure payments using a mobile device at the point-of-sale.
  • Net Billing: The process of ensuring that merchant discounts or refunds offered are deducted at the point-of-sale and guaranteeing such discount arrangements. For example, the contractor bank ensures that discount information is identified on the invoice and passed to the agency/organization, when available.
  • Single-Use Account (SUAs): SUA payment solutions leverage a single virtual account number for each payment. The limit on each account is set to the specific payment amount. Internal controls such as MCC blocks, spend limits, timeframes, and account expiration dates can be used for increased control. Agencies also have the ability to append accounting data for seamless reconciliation. Examples of use include payment invoice and contract payments, which help to ensure that merchants are not able to charge more than approved amounts. Benefits to SUAs include:
    • Accounts can be activated in real time
    • Controls can be placed on account allowing for increased oversight of spend
    • Disposable; one-time use account numbers reduce the risk of fraud
    • Seamless reconciliation, and
    • Reduces the necessity for using convenience checks
  • Software support other commercial off-the-shelf or customized software that assists the management of GSA and agency/organization level GSA SmartPay Programs including streamlining government backroom processes (e.g., vouchering, accounts payable), integration with on-site fuel systems (e.g., military bases, national parks, ports) and integration with private alternative fuel systems (e.g., State governments, utilities).
  • Telematics: Fleet vehicle tracking technology solutions to assist fleet managers in identifying misuse and abuse faster, track drivers and vehicles with factors such as speed as well as global positioning satellite (GPS) location, and reduce fuel consumption and find the lowest gas prices based on GPS location.
  • Tokenization: Tokenization is the use of a secure, unique “token” in place of a 16-digit account number to provide extra security for transactions.
  • Virtual Cards: The Contractor shall provide virtual accounts that may be used during a limited time, for a limited amount and possibly for a specific vendor.
  • Ghost Cards: Ghost Cards are for agencies who frequently do business with one vendor and have recurring payments. An account number can be assigned to the vendor and authorized agency personnel transactions occur without having to use multiple cards or accounts. Many agencies use this product for purchases such as airline tickets. Benefits may include:
    • Reduced number of open accounts (payment processing and oversight easier)
    • Allows for multiple users
    • Allows for a high level of control
    • Reduces the risk of lost or stolen cards

Reporting a Lost or Stolen Account

What happens if a GSA SmartPay fleet account is lost or stolen?

Be sure to instruct your account holders to report a lost or stolen fleet account promptly to:

  • The contractor bank;
  • You, the program coordinator (A/OPC); and
  • Their supervisor.

Once an account has been reported as lost or stolen, the contractor bank immediately blocks that account from further usage and a new account number will be issued to the account holder.

Reporting the account as stolen does not relieve the account holder or the Government of payment for any transactions that were made by the account holder prior to reporting it stolen. If the account holder does not recognize a transaction appearing on their statement, they are responsible for notifying the contractor bank within 90 calendar days from the transaction date to initiate a dispute, unless otherwise specified by the agency/organization. This notification of transaction dispute may occur via the electronic access system, by telephone, or other electronic means (e.g. email).

Note: The account holder relinquishes their right to recover a disputed amount after 90 calendar days from the date that the transaction was processed. It is their responsibility to dispute questionable charges. If they don’t, they will be held personally liable for the amount of the questionable charge.

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

Click here for commonly asked questions.

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