Fleet Manager 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.

*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.