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GSA Fleet Program Overview

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Presentation on theme: "GSA Fleet Program Overview"— Presentation transcript:

1 GSA Fleet Program Overview
Welcome to: GSA Fleet Program Overview Jenny Kane GSA Fleet’s Loss Prevention Team SmartPay® Conference August 10-12

2 GSA Fleet’s Utilization of SmartPay® 2
Program Information SP®2 Fleet Card Features Card Usage Lost, Stolen or Damaged Cards Accepting Locations Reducing Costs and Fraud Controls Resources

3 GSA Fleet Program Information
210,000 vehicles leased Federal agencies worldwide One card for every vehicle allowing for life cycle costing of each vehicle 9,050,000 transactions per year $422 million spend in FY09 DID YOU KNOW… A GSA Fleet SmartPay® charge occurred every 3.5 seconds in FY09

4 GSA Fleet Customer Offerings:
Fleet Management System (FMS) – (internal and external usage) Inventory Management Meeting mandates - FAST Access to Short Term Rental Vehicles Fleet Solutions Accident & Maintenance Management National Rates Federal Motor Vehicle Registration System (FMVRS)

5 GSA Fleet Card Features – What makes fleet cards unique?
Fuel and Maintenance Acceptance 135,000 fuel providers have card swipe acceptance 45,000 maintenance locations can swipe card under $100 with total acceptance of 500,000 when taking into account MasterCard backup Transactions identified by product code rather than by Merchant Category Codes Fraud Monitoring Using Level 3 Data Program data allows us to monitor and ensure that any fraud or misuse is billed to the responsible party resulting in overall savings to our customer agencies Replacement Card Orders Direct Shipped to Agencies GSA Fleet decreased potential vehicle downtime by having replacement for lost, stolen or broken cards shipped directly to the driver utilizing the card Level 3 gives us: odometer reading vehicle at time of purchase (driver entry), complete product purchase information, collection of up to 10 lines of tax data (state, county, city, municipality, etc), Real Time Authorization Data If there is a problem with the card allows WEX or GSA Fleet to determine immediately what it is and how to complete the transaction Refunds and Tax Recovery Receive refunds that result in savings for our customer agencies and Level 3 data allows for most effective tax recovery 5

6 Ease of Card Use Enter correct odometer readings
Customer Svc for fueling issues and under $100 repairs One card per vehicle, ensure they match Reminder to mention driver ID numbers and that training can be received on those through local FMC GSA MCC/AMC for repairs or accident approvals over $100

7 Unauthorized Purchase
Authorized Purchases Unauthorized Purchase Regular unleaded, self service fuel for GSA vehicle Premium or full service fueling Immediately consumable items for vehicle operation (eg. Quart of oil, washer fluid) Maps, air fresheners, food, etc. Required preventative maintenance Over maintaining vehicle – do routine maintenance when notified by GSA Fleet Car washes – not to exceed regional policy – generally $25 per month Excessive car washes or details Mechanical repairs for GSA vehicle to which card is assigned Upgrading tires, accessories such as snow plows (contact your FSR)

8 Report Cards Lost, Stolen or Damaged
Request a new card: Include: Requesting reason, circumstances (lost, stolen, etc) Vehicle license plate number Contact Information Shipping Address (no PO Boxes) Cards can only be requested through Attempting to call the card provider and requesting one will not work even if they tell you they can. Must call from a .gov or .mil address.

9 Accepting Locations WEX is a closed loop network providing Level 3 Data – for better reporting and controls 135,000 accepting fuel locations, including U.S. Territories More than 90% of retail fuel locations in U.S. More than 50,000 diesel locations in the U.S., including 8,200 truck stops and card-locks Over 45,000 vehicle maintenance locations in U.S. accept WEX Plus, additional 500,000 fuel/maintenance locations via WEXPay™, an out-of-network (virtual MasterCard) process. Merchant fees the same as any other MasterCard *Participating Locations Only

10 Help GSA Fleet Keep Your Costs Low
If your vehicle is under manufacturer warranty use roadside assistance programs For preventative maintenance follow GSA instructions rather than vendor recommendations If you have concerns about a maintenance location please let your FSR know Please report any suspected fraud to

11 Transaction Review Process
Each card has authorization controls in place Every transaction is reviewed via business rules that kick out exceptions Transactions falling outside the norm are either provided to agency for review or reported to OIG depending upon severity/concern If a transaction is identified as misuse or fraud agency’s are notified and then billed using codes U2 for misuse or U3 for fraud on their monthly billing

12 Level 3 Data for Transaction Review
GSA Plate Number X Transaction Date Transaction Time Varies Merchant Name Merchant Complete Address/Phone No Cost per unit; price per unit (important for fuel gallons) Vehicle odometer (driver entry) Product Code – what was purchased vs. where purchased Tax data (up to 10 levels)

13 Fraud Prevention Tips One card for each vehicle, ensure you are using the correct card Always secure cards Don’t leave in vehicle Don’t leave where others can gain access Ensure accountability – know who had card when Treat as you would your personal card “Federal agencies are responsible for the establishment of administrative controls to ensure that the fuel and services procured using the fleet charge card are for the official use of the agency and that administrative controls are maintained to prevent unauthorized use”. FPMR

14 Resources - GSA Fleet Drive-Thru
Fueling Locations FAST Fueling Data Transaction Level Data Available to Agency Heads

15 Resources - Driver’s Guide

16 Helpful Resources - RECAP
For replacement cards include Reason for request (lost, stolen, broken) Vehicle license plate number Contact Information Shipping address (no PO Boxes) Suspect fraud report it to: WEX-4GSA General questions

17 Thanks for Your Time and Attention!
Jenny Kane (509) Allow approximately minutes for questions. 17 17

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