WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
DoD Fleet Card
Overview
Rodolfo Cruz-Olmo
June 2012
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
1
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
DoD Fleet Card
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Program overview
Scope
Management controls
Transaction processing
Fleet card usage
Resources and training
Fraud prevention
Accomplishments and highlights
Points of contact
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
2
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Program Overview
• DoD level program office
- Policies, procedures, program support
• Fiscal 2011 Statistics
- 723,000 transactions
- $66 million sales (processed at the standard price)
- 17 million gallons
- $423,000 rebates
• Task order renewed exercising option period one
- Nov. 30, 2011 to Nov. 29, 2015
• Card renewal
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29,476 cards renewed on 993 accounts
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
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WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Scope
• Fleet cards enable authorized users to buy and pay for fuel and emergency
roadside assistance or minor maintenance, in support of official
government business.
• Fuel cards may not be used for any other purpose.
• Use of the DoD Fleet card constitutes a government order for supplies or
service in accordance with the Federal Acquisition Regulation and is
subject to the micro-purchase dollar threshold ($3000).
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DoD-Fleet international coverage - Citibank Master Card
– Accepted at more than 27 million locations around the globe
– Application process
• Complete application and submit to DLA Energy (Link to application:)
http://www.citigroup.com/transactionservices/home/cardsolutions/
commercialcards/fedgovtsvcs/reference/docs/apdxbforms/cb008.doc
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
4
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Management Controls
• Hierarchy Levels HL 1-7
• Issued to a unit not an individual
• Driver Identification
– Effective November 2011
– Easy to differentiate from GSA Fleet Card
• Embossed
• Management Controls
– Fuel only cards
– NACS Codes identify specific purchases
– Card activation process
• Authorization Profile settings
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By account
By card
Multiple profiles per account
Limits
• Reports
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
5
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
DoD Fleet Card
Transaction Process
• All Fuel Transactions
– Fuel paid by DLA Energy and customer billed through
MILSBILLS process at standard price
• Non Fuel Transactions
– Invoiced directly to unit and are payable upon receipt
– Unit responsible for certifying non-fuel purchases and
– Forwarding on to respective DFAS miscellaneous pay office for
payment to fleet card provider, Wright Express
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
6
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Resources
• DLA Energy –
https//:www.us.army.mil/suite/page/646830
- Fuel card programs and points of contact
- Regulations and guidance
- Reference materials for enrollment requirements
- Newsletters
• Wright Express – https//:go.wexonline.com
- A/OPC and AO access
- Account information such as invoices
- Card maintenance – new, cancel and replacement cards
- Account management
- Reports
- Accepting locations
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
7
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Training
• DLA Energy – https://www.us.army.mil/suite/page/646830
- Required fleet card accountable official training
- Initial training
- Refresher training (every three years)
- Additional training required by agency or CPM
• Wright Express – https://go.wexonline.com
- Monthly webinar training sessions – every third Thursday of each
month at 1:00 p.m. (EST)
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
8
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Fraud Prevention
Warning Signs
• Incentive
– Situational pressure/financial need or desire
• Rationalization
– Ability to justify an act as being inconsistent with one’s personal
integrity
• I’ll pay the money back
• They don’t pay me enough
• Opportunity
– Knowledge, information, technical skill or having the ability to conceal a
dishonest act
– Lack of internal controls or deterrence by management
• Start with a small amount of fuel purchases, if no one notices, the
amount will usually grow larger
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
9
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Control and Stop Fraud
• Internal Controls
• Documentation
– Program participants should retain the
following documents
– Management support who pay
attention to internal controls
• Fuel Receipts
• Limit the number of cards issued
• Transaction date and time, purchase
amount, total gallons, and fueling
location
• Train all cardholders
• Tank capacity records
• Consequences for abuse
• Time sheets, work schedules
• Segregation of duties
• Mileage logs, sign out sheet
• Payment approval process
• Average miles per gallon
• Sensitive property controls
• Statement of understanding signed
• Timely cancellation of cards
• Internal audit and review
• Hotline tips and complaints
by cardholder
• Cards turn-in to out-processing and
deployment checklist
• Cards inventory and review of
responsibilities to change of
AO/Command checklist
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
10
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Fraud Prevention and Detection
• Remedies employed
– When there have been convictions for fraud, 18 USC § 371,
Conspiracy and 18 USC § 1029(a)(2) access device fraud,
DLA and other DoD agencies have debarred the perpetrators
on the bases of such federal or state convictions.
– Violators have also been jailed, disciplined, fired, reassigned
or retired in lieu of elimination.
– Some units have conducted reports of survey, or financial
liability property lost investigations and in some cases held
the perpetrators peculiarly liable.
– Violations can result in loss of security clearance.
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
11
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Contact Information and Helpline
• DLA Hotline Program Office (DCIA)
– Toll Free Telephone Number: 1 (800) 411-9127
– Telephone: (703) 767-5445/ DSN: 427-5445
• DLA Counsel-Energy
– Telephone: (703) 767-5020
• Fraud Counsel
– Telephone: (703)767-5001/DSN 427-5001
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
12
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Accomplishments and Highlights
• Accomplishments
- Winner of the 2007 David Packard Acquisition Excellence award
- Major policy development
- DoD Manual 4140.25
- OMB Circular A-123
- DoD Charge Card Guide
- Quarterly program newsletter
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Highlights
- WAWF- DON rollout
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Program management reviews
Electronic account set-up
Wright Express Online – reporting phase III
Account suspension after 180 days of inactivity or delinquency
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
13
WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Points of Contact
• Government Fuel Card Program Management office
– DoD Fleet Card program manager
• 703-767-8142, DSN 427
• Rodolfo.Cruz-Olmo@dla.mil
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Account managers: DoDFleetCard@dla.mil;
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Air Force: 703-767-0673
Army: 703-767-3422
Navy: 703-767-9552
DoD agencies: 703-767-0689
• Wright Express 24/7 fleet card support team
– 1-866-523-8743
– Website: https://go.wexonline.com/online/
– Email: Strategic_Support@wrightexpress.com
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
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WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
Component Program Managers
• Air Force: (Fleet) Jeffrey J. Ponder, SSgt, USAF, AFELM VEMSO,
757-764-4408/4410
- Afelm.vemso@langley.af.mil
• Army: Mr. Bill Carico, G-4, 703-614-0873, or Ms. Amy Kness, 703-6140857
– DAFuelCard@hqda.army.mil
• Navy & Marine Corps: Mr. Donald Rhoad, Consolidated Charge
Card Program Management Division (CCPMD),
717-605-9371, DSN 430-9371
– FLEET_Card@navy.mil
• US Coast Guard: Ms. Carol Taylor, 757-366-6520
– DODFLEETCARD@USCG.MIL
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
15
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
16