STATE FUEL CARD
PROGRAM
New Fuel Card Established
The Department of Management Services (DMS) has
established a state term contract with
Transmontaigne Products Services , Inc. and
Comdata Network, Inc. to provide fuel card services
to State agencies and other eligible users on a
MasterCard platform. This contract replaces the
Voyager Card program instituted by DMS over 10
years ago. The new fuel card is made available to
the Department with no card fees or other program
costs.
Cards will continue to be assigned to a vehicle or
piece of equipment, as appropriate.
Fuel Card Design
The look of the new State Fuel Card should be familiar to
many DEP employees. The photograph used for the card was
provided to Comdata Network, Inc. courtesy of the
Department’s Division of Recreation and Parks. The white
sandy beaches and sea oats depicted on the card can be
found at our own Grayton Beach State Park.
Directive DEP 660
The Department has
established Directive
DEP 660 “State Fuel
Card Program” to
implement the use of
the State Fuel Card
Program in accordance
with the State Contract.
Personnel Action
Any employee found to have violated directive DEP
660 will be subject to disciplinary action up to, and
including, termination of employment.
Prior to receiving a Personal Identification Number
(PIN), authorized employees are required to sign the
“Florida Fuel and Maintenance Card Program User
Agreement” (DEP 55-004), acknowledging their
responsibilities under this program. Do not sign this
form until you have conducted a thorough review of
directive DEP 660.
Policy
It shall be the policy of the Department to utilize the
State Fuel Card for obtaining the following
commodities/services for Department-owned and
operated vehicles, boats, and other equipment.
 fuel,
 lubricants,
 emergency repair/maintenance services, and
 car washes purchased at the fuel pump.
Drivers’ License Policy
All Department employees authorized to operate
Department-owned vehicles must maintain a
current and active drivers’ license issued by their
State of official residence.
This drivers’ license
must also be the
correct type and class
for the vehicles they
will be required to
operate.
Department Employee
What constitutes a Department Employee who can be
authorized to operate Department-owned vehicles/equipment
under the Fuel Card Program?
As defined in directive DEP660, an employee is an individual
filling a career service, select exempt service, senior
management service, other personal service (OPS) or
volunteer position. (Volunteers should be limited to key
“regular” volunteers.)
An employee does not
include an independent
contractor working under a
purchase order or contract
with the Department.
Personal Identification Number (PIN)
In order to obtain a PIN, an authorized employee
must provide the Department’s Fuel Card
Administrator with their valid drivers’ license
information. All drivers’ licenses will be verified prior
to the issuance of a PIN. Drivers operating a vehicle
requiring a Commercial Drivers License (CDL) will
have a unique PIN assigned that will allow them to
fuel that type vehicle and other vehicles. Drivers’
Licenses will undergo periodic sampling to verify the
validity of a license.
PIN Protection
with anyone.
will be given a quick look
wallet card containing important fuel card
information. Keep your quick look wallet card in a
safe, secure place.
► Do not share your PIN
► Each authorized driver
► Report
any concerns you have regarding the
security of your PIN to the Fuel Card
Administrator.
Quick Look (PIN) Wallet Card
Provides
► 6-digit employee id.
► Key contact info for:
 DEP Fuel Card
Administrator
 Comdata Customer
Service
► DEP
Account Number
► Account Zip Code
John Doe
123456
Fuel Card Types
The Department will utilize two distinct types of fuel
cards.
Dedicated Fuel Card – Assigned to a specific
vehicle or piece of equipment. Card identifies the
vehicle or equipment number in the lower left
hand area of the card.
► Miscellaneous Fuel Card – Used to fuel tractors,
ATVs, lawnmowers, chain saws, small boats (with
motors less than 50 hp in size) etc. All
miscellaneous fuel cards will begin with a prefix of
“MFC”. (See lower left hand area of card for
number.)
►
Dedicated fuel cards must only be used for the vehicle or piece of
equipment the card is assigned.
Based on the different fuel card types discussed, answer this
question: If you are on travel status with your State vehicle and
an airboat and want to top off the fuel tanks for both items, how
many fuel cards will you be using to accomplish this task?
Answer: 2
Airboat = Fuel Card No. 1
Truck = Fuel Card No. 2
Can a miscellaneous card be used for a vehicle or piece of
equipment that has an assigned dedicated fuel card?
Under certain situations an authorized user may use a
miscellaneous fuel card to fuel a vehicle or piece of
equipment that is supported by a dedicated fuel card. These
situations include:
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When a dedicated fuel card has been reported missing or
lost to the DEP Fuel Card Administrator and a
replacement card has been ordered.
When the magnetic strip on the assigned fuel card has
failed and a replacement card has been ordered.
When a new vehicle or piece of equipment has been
received and the program area is awaiting receipt of the
dedicated fuel card.
Remember, the DEP Fuel Card Administrator is the only person
that can order new or replacement fuel cards!
Routine Fuel Purchases
When fueling vehicles
and equipment,
authorized drivers should
strive to use “pay at the
pump” gas stations. By
following this
recommendation, drivers
ensure that approval to
utilize the fuel card is
obtained prior to all
fueling activities.
Fuel Card Tip
Don’t let the gas gauge
fall below a quarter of a
tank before refueling.
This will enable a driver
to have time to react and
seek assistance for any
fuel card issues prior to it
becoming a crisis
management situation.
Pay at the Pump Procedures
► Insert
card into the reader.
► The keypad device will request an ID #. Always
enter your 6 digit Personal Identification Number
(PIN), also known as employee ID.
► The keypad device will request your Odometer
reading. Enter your Odometer reading. (Your
odometer reading may be in miles or hours,
dependent on the equipment being fueled.)
► Some fueling sites may ask for the account zip
code as an additional data entry requirement. If
this occurs, enter “32399”.
► Fuel
vehicle
► When prompted, select YES for receipt.
► Take receipt.
► Sign receipt, print your name, date and
include tag/property or Miscellaneous Fuel
Card (MFC) number, as appropriate. If
John Doe
John Doe
any charge lacks detail of purchase on
01/01/2000
DEP04622
receipt, provide clear description of the
Sample Fuel Receipt
purchase.
01/01/2000
Fuel Express Gas
► Update the monthly usage log to reflect Station
Unleaded 15.56
the purchase.
gallons @ $2.1099
gallon
► Place receipt in the zippered case
Total: $32.83
maintained with the log.
Arrive Alive!
Possible Pay-at-the-Pump Issues
1.
2.
3.
4.
5.
Issue
Fueling ends before tank filled.
Fueling station sets per
transaction limits (i.e., $50
limit).
PIN won’t work.
PIN still won’t work.
Card can’t be read at the
pump.
Purchasing limit reached.
1.
2.
3.
4.
5.
Response
Repeat pay-at-the-pump
fueling procedure to fill tank.
Restart the process and try PIN
again.
Contact DEP Fuel Card
Administrator.
Consider using another facility.
If problem still exists, try to
use the card inside the station.
Call Fuel Card Administrator to
report the problem.
Contact Fuel Card
Administrator for assistance.
Daily/monthly limits have been
established for each fuel card.
In Store Purchases
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This method should only be used when absolutely
necessary.
Information transferred may not contain sufficient detail to
support re-pricing purchase to remove federal taxes.
Copies of invoices to support monthly bill may have to be
provided to the Department of Financial Services prior to
paying Department fuel bill.
Possibility exists that fueling site might not be able to
accept card for payment.
If fueling site unable to process, employee responsible for
making payment and then seeking reimbursement from
DEP using DEP53-020 Reimbursement Voucher for
Expenses Other than Travel.
In Store Purchase Risks
► Loss
of Savings for
Fuel Purchase.
► Additional paperwork
required.
► Fueling site may not
accept card.
► Employee responsible
for payment and
seeking
reimbursement.
Steps to Follow to Pay Inside
1. Confirm that the fueling location is on
your MasterCard fueling network.
2.
Follow prompts that
allow you to “Pay
Inside”. NOTE: Prompts
may vary.
3. Fuel vehicle
4.
Give store clerk your
MasterCard.
5.
Store clerk will swipe
your card.
6.
The pinpad device will
request your ID #.
Always enter your 6
digit employee ID.
The pinpad device will request your
Odometer information. Enter your
Odometer reading.
8. Sign the receipt.
9. Make sure that you
record the vehicle/
equipment/MFC number,
date and print name
under signature.
7.
10. Take your copy of the
receipt and file in the
monthly log folder.
Vehicle Log
Locations without Pinpads
If the fueling location you have selected does not
have a Pinpad device, the store clerk will ask you for
the following:
►
►
Your employee
identification number.
The odometer
reading at time of
fueling.
DOT Fueling Locations
All DOT fuel sites will accept the Comdata fuel card, replacing
the former key system. The procedures to be followed when
using a DOT site vary somewhat from the procedures to be
followed at retail stations. DOT will require that the vehicle,
equipment, or MFC identification number be entered at the
pump in addition to your assigned PIN. Make sure you enter
the complete number as reflected on the fuel card. For
example, the vehicle commonly referred to as DEP4622 would
be entered at the pump as “DEP04622”. This information
corresponds with the vehicle number appearing on the lower
left side of the fuel card.
The instructions for using DOT fuel sites can be found at the
following website: http://emis.state.fl.us/DOT$CARDINST.pdf
A list of DOT fuel sites can be found at the following website:
http://emis.state.fl.us/DOTFuelSites.pdf
Fuel Cost Comparison
Retail Stations vs. DOT Sites
COMPARISON OF RETAIL AND DOT IN-HOUSE
FOR UNLEADED GASOLINE AT MIDWAY
OPERATIONS (DATE 01/07/2008)
RETAIL
STATIONS
CONTRACT VENDOR MARKUP AND APPLICABLE TAX
(Note: DOT locations do not carry a retail markup.)
0.4355
0.3327
GASOLINE UNL 87 OCTANE TERMINAL – BAINBRIDGE,
GA
2.5573
2.5573
DOT MARKUP
DOT
SITES
0.0400
Total price per gallon:
$2.99
$2.93
Lost or Stolen Fuel Cards
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Immediately report to the Fuel
Card Administrator. Fuel Card
Administrator will take steps to
block card from further use.
If after hours, contact Comdata
directly and ask that the card be
blocked. Provide account
number (XF831) and
vehicle/equipment number.
Report this communication to
the Fuel Card Administrator.
Confirm by email to the Fuel
Card Administrator the status of
the card – found, lost or stolen.
Fuel Card Administrator will take
appropriate steps to reactivate
the card or cancel the card and
order replacement.
Emergency Repairs and Maintenance
Usage of the State Fuel Card for
repairs and maintenance is
limited to “emergency”
situations, subject to receipt of
proper authorization from the
Fuel Card Administrator.
All routine repairs and
maintenance will continue to be
handled using the P-Card or
MyFloridaMarketPlace, as
appropriate.
Emergency Authorization Process
• Contact Department’s Fuel Card Administrator to
report the emergency and obtain an authorization
number.
• Be prepared to provide the following information:
• Situation giving rise to the emergency,
• the proposed vendor and vendor location, and
• the estimated cost.
• Upon receipt of the authorization number, the
user may instruct the vendor to complete the
work.
• A copy of the invoice for the services (noting the
emergency authorization number) must be faxed,
or scanned and emailed, to the Fuel Card
Administrator to support the emergency
authorization given.
After Hours Emergency
What are considered after
hours?
►Weeknights
►Weekends
►State Observed Holidays
What action should be taken?
Obtain needed repairs with fuel card and
contact Fuel Card Administrator before noon
Eastern Time the next official work day
(Monday through Friday).
Miscellaneous Fuel Cards
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Issued to program areas with special equipment needs
(chainsaws, lawn mowers, ATVs, etc.) where a dedicated
fuel card will not be assigned to a piece of equipment.
Requires completion of a monthly log supported by
receipts.
Requires reporting in the
Equipment Management
Information System (EMIS)
monthly.
Monthly EMIS fee of $1.75 will
be charged by DMS to
appropriate program area for
each Miscellaneous Fuel Card
(MFC) issued.
Bulk Fuel Purchases
Should be purchased using MyFloridaMarketPlace.
► Must be purchased off of appropriate State Term
Contract (bulk fuel contract, if available).
► Rare situations may be authorized using Miscellaneous
Fuel Card after receipt of memo evidencing
management approval and receipt of an authorization
number from DEP Fuel Card Administrator.
►
Monthly Usage Log
Must be maintained for the following:
►All vehicles in DEP Fleet.
►All equipment issued a dedicated fuel card
and/or required to be tracked in EMIS.
►All active miscellaneous fuel cards.
Monthly usage information (regardless of
whether used or not) must be reported in
EMIS no later than the 12th day of the month
following the end of each completed calendar
month.
Monthly Usage Log Forms
Two different monthly usage log forms have
been created for this program.
►Monthly Vehicle/Equipment Usage Log (DEP
55-002) – to be used for vehicle/equipment
with a dedicated fuel card and/or required to
be tracked in EMIS.
►Monthly Miscellaneous State Fuel Card
Usage Log (DEP 55-006) – to be used for a
miscellaneous fuel card.
Monthly Log Receipt Form
Must be prepared for each item requiring a monthly
usage log.
What receipts are included on the Monthly Receipt
Log?
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State Fuel Card Receipts
Copies of fuel receipts for fuel purchased by an employee,
including a copy of the reimbursement request for
expenses other than travel. (Redact social security info.)
Copies of MyFloridaMarketPlace purchase order receipts
for vehicle/equipment activities undertaken during the
month for the specific vehicle/equipment item.
Copies of P-Card receipts (with payment processing
information) for activities undertaken during the month for
the specific vehicle/equipment item.
Scanning Logs
Program areas will be required to scan log
information into Oculus by the 12th day of the
month following each completed calendar month. A
complete package for scanning will consist of the
appropriate monthly usage log and the receipt log
submittal form (including copies of all receipts).
For detailed instructions regarding this procedure,
program area representatives responsible for this
activity should review the guidance document
entitled “DEP State Fuel Card Reporting Instructions”
available at the DEP State Fuel Card website.
Audit Review
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Periodic audits will be conducted on
fuel card activity and monthly usage
logs/receipt forms.
Usage logs must be completed timely
and accurately, recording mileage, fuel
purchases, maintenance and repairs
(whether authorized for purchase with
the fuel card or procured via MFMP or
the P-Card).
EMIS records must be updated timely and report all expenses
associated with a vehicle or piece of equipment. Also, Miscellaneous
Fuel Card expenses must be entered into EMIS.
Scanning of monthly usage logs and receipt forms into Oculus must be
performed timely.
Deadline for entering data into EMIS and Oculus is the 12th
day of the month following each completed calendar month.
Additional Information
Additional information regarding the State Fuel Card Program
can be found at the following DEP website:
http://depnet/admin/gs/fuelcard/default.htm
This site will provide access to some management level
reports including, but not limited to:
►Invoiced Monthly Charges
►DEP Authorized Drivers
►DEP Account Hierarchy
►DEP Cost Allocation Information
Fuel Card Administrators
Employees may communicate with the Department’s
Fuel Card Administrators via e-mail
(Fuel_Administrator@dep.state.fl.us) or by
telephone (850/245-2389).
The following individuals serve the Department as
Fuel Card Administrators:
►Gwenn Godfrey
►Leon Scott
►Tally Walker
►Darinda McLaughlin (Payment Issues Only)
Drive Safely!
Click Here to Complete the
Fuel Card Training