Alabama Bulletin No. AL120-8-1

Date:  February 21, 2008

Subject:  ADS - Personal Property, Use of Government Fleet Credit Card

Purpose:   To provide information regarding the use of Government Fleet Credit Card.

Expiration Date:  September 30, 2008.

In accordance with Department Regulations (DR) 5400-006, Fleet Credit Card, NRCS will use the fleet credit card to purchase fuel and maintain authorized purchases to operate government owned vehicles and other motorized equipment. NRCS will issue only one fleet card to each vehicle and other motorized equipment that requires fuel. NRCS card holders using the fleet credit card are responsible for safeguarding the card at all times. It should never be left in an unattended vehicle.

For fuel purchases, most fuel merchants will accept the fleet credit card electronically at the pump or the station attendant will process the transaction. To use the fleet credit card, NRCS operators must enter the following information.

• The fleet credit card’s access code/PIN number, and
• The vehicle’s current odometer reading.

Official Use

NRCS fleet credit card is authorized for use to purchase fuel and services to operate and maintain vehicles and motorized equipment. The following are examples of authorized purchases.

1. Fuel (Refer to GM-120, Part 405, Circular No.15 dated June 21, 2007)
2. Maintenance/Repairs
3. Transmission Fluids
4. Car Washes
5. Tires/Tire Repair
6. Battery Charging/Replacement
7. Oil
8. Windshield Washer Fluid
9. Windshield Wiper Blades
10. Anti-Freeze
11. Annual Inspections

Purchases over $500.00 must be pre-approved by the State Office, Management Services.

Unofficial Use

Use of NRCS fleet credit card for food, beverages, or other miscellaneous personal items is strictly prohibited and could result in disciplinary action.

Parking/Traffic Violation

If an NRCS employee receives a fine for traffic or parking violation while driving a Government owned or leased vehicle, payment is the employee’s responsibility. Use of any NRCS fleet credit cards for the payment of any fines or violations is strictly prohibited and could result in disciplinary action.

Vehicle Custodian/Fleet Credit Card User Responsibilities

Vehicle Custodian/Fleet Credit Card User will:

1. Notify the respective Area Administrative Coordinator immediately of any lost/stolen/damaged fleet credit cards.
2. Retain receipts for all "non-fuel" purchases for two (2) years from the date of purchase.

Supervisor Responsibilities

Supervisors will ensure retail receipts for all "non-fuel" purchases are maintained for their respective offices.

Lost or Stolen Card

If the fleet credit card is lost or stolen while in the card user’s possession, NRCS is responsible for all charges until the Vendor/Bank is notified that the card has been lost or stolen.

When a fleet credit card is lost or stolen, it is important that the card holder immediately call 1-888-785-1747 (the number on the back of the credit card) to stop any further use. The card holder will then simultaneously email their Area Administrative Coordinator and the Local Fleet Coordinator (LFC), Cortez Brundage at cortez.brundage@al.usda.gov. The LFC will notify the Vendor/Bank to immediately establish a new account number and reissue a card. The Vendor/Bank will consolidate all transactions from the lost or stolen card to this new account number.

If a lost fleet card is found after reported as lost or stolen, it should be destroyed and documentation provided to the LFC that the card has been destroyed, under no circumstances should the card be used after notifying the LFC or the bank that it was lost or stolen.

This bulletin has an expiration date; however, the information is in accordance with the General Manual, which is policy and remains in effect.

If you have any questions, please contact your supervisor.

/s/

GARY KOBYLSKI
State Conservationist

Dist: E
 

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