WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 1 DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT DoD Fleet Card: Tools to Manage By Rodolfo Cruz-Olmo 9-13 August 2010

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 2 2 DoD Fleet Card GFCPMO Organization Scope Policy Hierarchy Levels DoD Fleet Card Features Transaction Processing Wright Express Features and Tools Tools Fraud Prevention and Detection Point of Contacts

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 3 3 Organization Chart Government Fuel Card Program Management Office DIRECTOR Ann Sielaty DEPUTY DIRECTOR Deborah VanKleef PROGRAM MANAGERS ACCOUNT MANAGERS TECHNICAL INTERFACE AIR Liz Baines SEA Alexis Anderson DoD FLEET Rudy Cruz-Olmo AIR FORCE Mary Culbreth ARMY Cynthia Kira SYSTEM INTEGRATOR Reggie Courtney SYSTEM INTEGRATOR Michael Park MANAGEMENT CONTROLS PROGRAM ANALYST Stephanie Lewis-Vance PROGRAM ANALYST Curtis Hewitt FED CIVS & OTHER DOD Linda Sherrod NAVY Don Williams

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 4 4 Fleet Cards enable authorized users to buy and pay for fuel & 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 (FAR) and is subject to the micro-purchase dollar threshold ($3000). DoD Fleet Card Scope

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 5 5 DoD Manual M, DoD Management of Bulk Petroleum, Natural Gas and Coal DoD M Volume II, Bulk Petroleum ManagementDoD M Volume II, Bulk Petroleum Management DoD Government Charge Card Guidebook for Establishing and Managing Purchase, Travel, and Fuel Card Programs DoD Charge Card Guidebook for Establishing and Managing Purchase, Travel, and Fuel Card Programs DoD Financial Management Regulation (FMR), Volume 5, Chapter 33, April 2005-Accountable Officials and Certifying Officers accessible at: OMB Circular No A-123, Improving the Management of Government Charge Cards accessible at: DoD Fleet Card Policy

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 6 DoD Fleet Card Hierarchy Levels LEVEL 1 – GOVERNMENT FUEL CARD PROGRAM MANAGEMENT OFFICE - LEVEL 2 – COMPONENT PROGRAM MANAGERS LEVEL 3 – MAJCOM OFFICES LEVEL 4 – REGION/DISTRICT OFFICES (AGENCY PROGRAM COORDINATORS (APCs)) LEVEL 5 – APCs/CERTIFYING OFFICERS LEVEL 6 – ACCOUNTABLE OFFICIALS. LEVEL 7 - CARD USER

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 7 7 The card reflects GSA SmartPay2 at the top, Fleet Card account number, DoD- prior to the Agency/Unit Account Name, and the Fleet Card Contractor (FCC) logo. It has “For Official Government Fleet Use Only” imprinted on the left side. Electronically swiped –at the pump (Island Card Readers) –Inside terminal Odometer and Personal Identification Number (PIN) must be entered. Current Fleet Card contractor is Wright Express (WEX) May be assigned to a vehicle or to the Unit DoD Fleet Card Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 8 8 DoD Fleet Card Features Expiration Date: Valid for three years Embossed Line 2 : Optional Embossing (can be blank if desired) Customized Embossed Line : DoD - plus the “Unit Name” 13 - digit Wright Express Account Number Card Number – (1 st 4 digits) and check digit Customer Service Number for any driver issues at the station when fueling – Roadside Assistance number for help – WEX Bug CARD DESIGN:

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 9 9 Real time notification -- very useful in preventing fraud and misuse of the cards. Flexible Exception Reporting -- allows customer to remain on the road if preset parameter is exceeded (e.g. assigned monthly limit) while alerting the Accountable Official, Component Program Manager, and DESC-K when a posted transaction exceeds the parameters. Authorization Controls – assists in preventing unauthorized purchases. Unique Personal Identification Number (PIN) required for each card. Each DoD Fleet Card is assigned to an authorization control profile. DoD Fleet Card Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 10 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 10 Card-Level Authorization Controls help prevent unauthorized purchases: –Results in a hard decline –Control limits can be established for various periods: Daily, Weekly, Monthly, Twice a Month –Each of these profiles has individual options such as: Fuel only Fuel and service (non-fuel purchases are authorized) –Dollar limits for: Fuel Oil & Fluids Parts & Services Quick Lube Roadside Assistance DoD Fleet Card Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 11 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 11 International – Citibank Master Card –Accepted at more than 27 million locations around the globe –Application Process Complete application and submit to DESC (Link to application: solutions/commercial_cards/fed_govt_svcs/reference/doc s/apdxb_forms/cb008.doc DESC approves application DESC submits to Citibank for account/card creation Billing Official and Accountable Official required Account requires verification number Issued to Unit or to an Individual for official Government Fleet Use Only Only two fuel category MAT Codes Templates authorized Unit is responsible for payment to Citibank for all charges DoD Fleet Card Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 12 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 12 International (continued) Micro-purchase threshold of $ Authorized Purchases: –Fuels: Gasoline, gasohol, regular unleaded, diesel, CNG, LPG, etc. –Fluids: Oil and lubricants, transmission, differential, windshield washer –Filters & Batteries: Air and oil filters; batteries –Tires & Cleaning: Washing & cleaning and mounting & dismounting snow tires and chains –Parts: Spark plugs, fan and generator belts, wiper arms and blades, fuses, lamps, etc. –Repairs: Collision repair and painting up to Agency authorized limit (Not to exceed the micro- purchase threshold); emergency roadside service, to include towing expense DoD Fleet Card Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 13 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 13 All Fuel Transactions –Electronic Data Interchange (EDI) file picked up by DESC –EDI translated file sent to Automated Voucher Examination and Disbursement System for payment to fleet card provider (WEX). –EDI translated file sent to FES for Services obligation document ID –FES processes transactions and sends to DFAMS for inter-fund billing process 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 (WEX). DoD Fleet Card Transaction Process

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 14 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 14 OVERVIEW OF FLEET CARD TRANSACTIONS AFSS Pay-at-Pump Fleet Card Provider FCC FAS VIL Key Fleet Card Obligation IF Bill

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 15 Fleet Card Warfighter Usage Year-to-Date DollarsTransactions Calendar Year Source: WEX Acct Summary Report * * Projected

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 16 Fleet Card Warfighter Usage – Gallons Year-to-Date

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 17 WRIGHT EXPRESS FEATURES

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 18 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 19 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 20 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 21 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 22 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 23 Card Data Non-Fuel Invoice PINs Card Limits Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 24 Means for Fuel and Service Micro-purchase limit – cannot be exceed Wright Express Features Authorization Profiles

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 25 Wright Express Features

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 26 Wright Express Tools

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 27 Wright Express Tools

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 28 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 28 DESC Website - –DESC Fuel Card Programs and Points of Contact –Regulations & Guidance –Training –Newsletters Wright Express Website – –A/OPC and AO Access Account Management Card maintenance Reports – for accepting locationshttp:// DoD Fleet Card Tools

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 29 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 29 PREVENTION –Document and assign roles and responsibilities at all levels – in progress –Fraud Prevention training – Do’s and Don’ts Guide DETECTION –Share data on “lessons learned”/best practices –Data Sampling NOTIFICATION –Contact the DoD Fleet Card Program Manager –Contracting Officer (DESC and/or GSA) –DESC Fraud Counsel Fraud Prevention and Detection

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 30 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 30 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. –Some personnel have been fired 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. Fraud Prevention and Detection

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 31 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 31 Government Fuel Card Program Office –DoD Fleet Card Program Manager , DSN 427 – Account Managers: Air Force: Army: DON: DoD Agencies: Wright Express 24/7 Fleet Card Support Team – –Website: – Points of Contacts

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 32 WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP 32 Component Program Managers Air Force: (Fleet) Raul Torres, MSgt, USAF, AFELM VEMSO, DSN Army: Mr. Bill Carico, G-4, , or Ms. Amy Kness, Navy & Marine Corps: Mr. Donald Rhoad, Consolidated Charge Card Program Management Division (CCPMD), DSN US Coast Guard: Ms. Carol Taylor, , or Jessika Hunt, –

33 DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY DEFENSE LOGISTICS AGENCY AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY 33 WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT 33