WARFIGHTER-FOCUSED, GLOBALLY RESPONSIVE, FISCALLY RESPONSIBLE SUPPLY CHAIN LEADERSHIP
DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
Swipe SEA Card®
Alexis Anderson
June 2012
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
1
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card®
• Charge card for small vessels in ‘gas and go’
environment
• GSA SmartPay®2 task order with Citibank®
using VISA
• Final Rule Amending Defense Federal
Acquisition Regulation Supplement 213.306 to
Allow the Use of U.S. Government Fuel Cards in
Lieu of Purchase Order-Invoice-Voucher (SF 44)
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
2
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card®
• Purchases up to simplified acquisition
threshold $150,000 permitted
–Individual swipe and monthly limits
• FUEL is the only authorized product to
purchase
–Violators will lose card privileges
• Vessels retain DoD Fleet Cards for nonfuel items
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
3
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card®
• Standard prices by transaction type
– Level I and II transactions
• Cost / (standard price - $.08) = estimated gallons
• Multiply estimated gallons by standard price
– Level III transactions
• Multiply gallons purchased by standard price
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
4
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Facts
• Merchant category codes identify the merchant’s
type of business
– i.e. 5111 Office Supplies, 7299 Dog Grooming Services
• Authorized MCCs for Swipe SEA Card®
–
–
–
–
–
–
4468 Marinas
- 5983 Fuel Dealers
4900 Utilities
- 5999 Specialty Retail
5172 Petroleum
- 7033 Park/Campground
5399 General Merchandise - 7399 Business Services
5541 Service Stations
- 9399 Gov’t Services
5542 Automated Fuel Dispenser
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
5
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Facts
• Merchant category codes continued:
– Purchases at an unauthorized MCC will not be
processed
– Card users should contact accountable
officials when these circumstances occur to
have the merchants MCC added to the
account.
– If the accountable official is unavailable,
contact Customer Support
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
6
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Roles and Responsibilities
• Accountable official
– Manage the Swipe SEA Card® Program at the
activity/unit Level
– Be the first line of defense to ensure fraud is not
committed
– Ensure policy is followed by card users
– Maintain file of certificates and forms for AOs,
certifying officers and card users
– Utilize electronic systems and available reports to
monitor the program
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
7
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Roles and Responsibilities
• Accountable official
– Establish and maintain card accounts
– Report changes of personal contact information to the
CPM
– AOs may not perform the role of a certifying officer or
card user
– Establish appropriate authorization limits on charge
cards
– Transaction accountability
• Compare fuel logs and receipts to purchases in bank’s online
system
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
8
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Roles and Responsibilities
• Card user
–
–
–
–
–
–
Use the Swipe SEA Card® to purchase FUEL ONLY
Ensure Swipe SEA Card® policy is followed
Secure charge card when not in use
May not be an accountable officer or certifying officer
Read, initial and sign Statement of Understanding form
Verify quantity on receipt prior to signing
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
9
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Roles and Responsibilities
• Card user
– Document each purchase on fuel log
– Provide receipts and fuel log to AO upon return to duty
station
– Card user shall fill out a Missing Receipt Report and submit
it to AO if a receipt is lost or not provided by merchant
– Complete card user training and provide a copy of training
certificate to AO
– Report lost or stolen cards immediately to AO and contractor
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
10
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Roles and Responsibilities
• Certifying officer
– Transaction accountability
• Fuel purchases are accurate and valid
• Obligation is created for fuel purchases
• Interfund bill is paid through Defense Finance and Accounting
Service
– Immediately contact CPM or DLA Energy upon
identification of any suspected or alleged fraud.
– Support investigations as required
• Utilize electronic systems and available reports to monitor the
program
• May not perform role of AO or card user
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
11
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card®
Phases
 Pre-Pilot
• Pilot
• Rollout
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
12
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Pre-Pilot
• November – March 2012
– Army and Navy participation
– Issued 12 cards to test VISA interface
– All purchases within the continental U.S.
– Identified problem with Level lII data
– No reported issues using card
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
13
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Pilot
• Three-four month pilot
• 100 vessels
• Using Fleet Card template
• ‘Select’ vessels will use DoD-SCOMS® and have a
Swipe SEA Card®
• ‘Select’ activities will have cards issued to
group/activity rather than vessel
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
14
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Pilot
• Quasi-generic cards are available
• Vessels in pilot
– Army - Wilmington, Jacksonville and San
Francisco districts
– U.S. Coast Guard - Districts 1, 5, 9, 17, BSU
Portsmouth
– Navy - Little Creek, Newport R.I., San Diego,
and Germany
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
15
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Pilot
• What’s next
– Testing Level III functionality under new BIN
– Launch Pilot July 2012
– Citibank® training for AOs
– Transaction visibility in FES fall 2012
– Rollout September 2012
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
16
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card® Pilot
• Completed Tasks
– Training CBTs
– Card User Dos and
Don’ts brochure
– Forms (AO, SOU, Fuel
Log, Account Setup,
Missing Receipt)
– Website populated
WARFIGHTER SUPPORT
– Program review and
random sample SOP
– Merchant Category
Code template
– AO database
– Business rules
– Communication plan
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
17
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Swipe SEA Card®
Rollout
• New card template will be used
• Open program to all services and federal
agencies
– DHS Office of Air and Marine
– Requires pricing change
• Lessons learned from pilot
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
18
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Training Materials
• Role based CBTs available
https://www.us.army.mil/suite/designer
• Dos and Don’ts Guide
• Card Sleeve
• Newsletter
• Program brochure
• DLA Energy website
http://www.desc.dla.mil/DCM/DCMPage.asp?pageid=592
• Policy updates
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
19
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Management Controls
• Annual program review
– AO and certifying officer validation
– Card inventory and controls
– Internal operating procedures
• Random sampling
• Merchant category codes
• Transaction and dollar limits on purchases
• Annual policy review at CPM level
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
20
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Management Controls
• Training required at all levels
• Metrics and reports
– Citibank® website offers canned reports and an
ad hoc tool for users to create their own reports
– DLA Energy metrics
• Sales by customer, location and dollar amount
• ATM cash withdraws and convenience
checks not allowed.
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
21
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Contacts
• DoD charge card program office
– Program manager
seacard@dla.mil 703-767-0687
– Department of Navy account manager
703-767-9552
– Army account manager
703-767-3422
– Federal agencies, U.S. Coast Guard account
manager
703-767-0689
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
22
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Contacts
• Army component program manager
– 703-614-0857
– DAFUELCARD@HQDA.ARMY.MIL
• DON component program manager
– 717-605-9371, 717-605-9333 or 717-605-9386
– NAVSUP_HQ_SEACARD@NAVY.MIL
• U.S. Coast Guard component program manager
– 757-366-6520, 757-366-6531 or
hqs-smb-seacard@uscg.mil
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
23
WARFIGHTER-FOCUSED,
WARFIGHTER-FOCUSED,GLOBALLY
GLOBALLYRESPONSIVE,
RESPONSIVE,FISCALLY
FISCALLYRESPONSIBLE
RESPONSIBLESUPPLY
SUPPLYCHAIN
CHAINLEADERSHIP
LEADERSHIP
Contacts
• Card provider
– Citibank customer support 1-800-790-7206
• FES Help Desk
– 1-800-446-4950
bsme.helpdesk@dla.mil
• Report suspected fraud, improprieties or
offers of gratuities
– 1-877-352-2255
WARFIGHTER SUPPORT
STEWARDSHIP EXCELLENCE
WORKFORCE DEVELOPMENT
24
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
25