PIN User & Supervisor Training & Certification
PIN User & Supervisor Training & Certification Please Note: This version is for review purposes only. Training as a new PIN User or annual recertification must be completed via OOD Trainsweb site at: http://www.trainsweb.gatech.edu/?page=login so that a record of training exist. Georgia Tech Fleet Services [email protected] 2 3 Agenda 4 Program Overview Fuel Card Allowable / Prohibited Use User Roles & Responsibilities Internal System & Controls Program Compliance Documentation Contact Information Overview of Fuel Management Program 5 FY15 Review of Fuel Program 6 Statistics 429 Campus-Wide Vehicles 932 PIN Users 59 Departments Importance of Fuel Card 7 Enables authorized State of Georgia employees to make fuel purchases for vehicles and equipment used for official state business. Utilizes a card issued by Wright Express (WEX) Financial Services Corporation Key component of institute fuel pay process Primary tool for fuel-related purchases up to $200 Exception: Georgia Tech Public Safety DOAS Requirements for Use 8 “The Wright Express Card is the only fuel card authorized for use by employees of any state Entity. Georgia Tech may not provide or subscribe to any other fuel programs or services, systems, or products other than those provided by DOAS. High Level Program Overview 9 DOAS maintains the Standards & Guidelines Official Standards & Guidelines are posted on the State Cards Program website http://doas.ga.gov/StateLocal/SPD/Services/Pages/ SpdCards.aspx Policy is jointly managed by Georgia Tech Fleet Services Dept. & State Purchasing Division at DOAS Program management will remain the responsibility of Georgia Tech Fleet Services State entities are required to use WEX Online provided by Wright Express Benefits 10 Significant cost savings Simplifies the purchasing and payment process Eliminates cash transactions Electronic controls and accountability Risks 11 Program established with built-in oversight controls No system is 100% risk-free Integrity of employees and supervisors Type of Risk Fraud Misuse Fuel Cards 12 Card Types 13 The Fuel Card Program consists of two distinct fuel cards, unique to the operational purpose: Blue Cards- intended to fuel primary fuel tanks of passengercarrying vehicles with VIN numbers, odometers and/or hour meters. Red Cards- secondary fuel card intended for fuel exceptions, such as, emergency use and purchase of minimal quantities of fuel. Portable tanks, gas cans, mowers, and equipment Less than ten gallons of fuel Short-term rental Card Types 14 BLUE CARD RED CARD Application Process 15 Online Training Training is available via the Georgia Tech Fleet Services website- http://facilities.gatech.edu/fleet_services/index.php PIN User, Supervisor and Coordinator must complete the PIN User and Supervisor Training & Certification All participants must attend an initial training and annual recertification facilitated by Georgia Tech Fleet Services Personal Identification Number (PIN) 16 PIN Request Form New PIN Users are required to provide a Fuel Card PIN Request Form with supervisor’s approval Request forms can be found at: http://facilities.gatech.edu/fleet_services/index.php User Agreement PIN User must sign the Georgia Tech Fuel PIN User Agreement acknowledging: Understanding of responsibilities Understanding and acceptance of consequences for fuel card violations PIN Controls 17 Employees required to drive Georgia Tech vehicles will receive a personal identification number (PIN) PIN can be used with any fuel card assigned to vehicles operated by Georgia Tech The issuance of PINs will be managed by Georgia Tech Fleet Services PIN creation, assignment and usage must comply with the following: Sharing of PINs are prohibited Compromised PINs must be cancelled immediately Accurate vehicle odometer reading must be maintained at time of PIN use PIN User will be required to complete transaction log per fuel transaction Allowable & Prohibited Use of Cards 18 Allowed Purchases 19 The Fuel Card shall only be used to purchase: Fuel for use in Georgia Tech-owned vehicles for official Georgia Tech business Use of Cards Must use regular unleaded 87 octane fuel only Exceptions: Public Safety Department (Motorcycles) 20 Prohibited Purchases 21 Personal purchases of any kind Car wash Cash advances Gift cards Tobacco products Food, ice, beverages or related items including “snacks” while traveling on official business Other purchases not specifically allowed under the DOAS Statewide Fuel Card Standards & Guidelines Odometer Readings 22 Cardholders shall make every reasonable effort to enter the accurate vehicle odometer or meter reading at the time of fueling transactions. If mistakes occur, please contact the Office of Fleet Services at [email protected] User Roles & Responsibilities 23 Georgia Tech Fuel Card Program Administration 24 Fleet Services Manager Develop written internal policies for requesting fuel cards and PINs Create fuel card inventory system Establish appropriate limits on the number of vehicles assigned to a supervisor Develop training program for all PIN Users, Supervisors and Approving Coordinator Provide monthly WEX Report to Supervisor for reconciliation Maintain monthly fuel packets for all Georgia Tech Departments in the Fleet Services Office Georgia Tech Fuel Card Program Administration 25 Supervisors/Approver Maintain knowledge of State Fuel Card Standards & Guidelines as well as internal policies and procedures Request PINs for users under his/her supervision using the Fuel Card User Agreement & PIN Request Form Notify Georgia Tech Fleet Services Manager when a PIN User resigns, transfers, or is terminated from employment using the Fuel Change Request Form Use best effort in monitoring transactions to ensure all purchases are for legitimate Georgia Tech business Review all documentation Georgia Tech Fuel Card Program Administration 26 PIN User All PIN Users are, in effect, purchasing agents of the State of Georgia and Georgia Tech Maintain security of PIN and all related documentation The sharing of PINs by multiple users is strictly prohibited Maintain all required documentation Obtain “best value” when purchasing fuel If on-campus, PIN Users must utilize Georgia Tech Fuel Stations located at Georgia Tech Fleet Services. NO EXCEPTIONS. Use of off-site gas stations is a secondary resource. Internal System Controls 27 Fuel Card Controls 28 Maintain integrity of fuel card program Supported by policies and procedures Type of Controls Preventative Detective Preventative Controls 29 Procedural Policies DOAS Statewide Fuel Card Standards & Guidelines Georgia Tech Fleet Services Internal Policies and Procedures Training Fuel Card User Agreement & PIN Request Form Vendor-Type Restrictions Fuel Commodity Code Unique PIN per User Detective Controls 30 Office of Fleet Management Maintenance System Wright Express (WEX) Financial System Monthly Supervisory Review and Approval Process Audit/Review Program Compliance 31 Compliance 32 Review PIN Users may not approve their own fuel transactions Supervisor must review, reconcile, and approve all transactions via Fuel WEX Report Internal Auditing DOAS Non-Compliance 33 Suspension of Fuel Card PIN Failure to document correct odometer reading Drivers suspected of fraudulent use, misuse, or abuse of the fuel card shall have their PIN suspended without exception. DOAS must restore privileges in this case. Termination of Fuel Card PIN Fuel card PIN will be terminated once fraudulent use, misuse, or abuse has been investigated and determine as such. Documentation 34 Supervisor Documentation Requirements 35 Georgia Tech Fleet Services will provide the Supervisor with the monthly WEX report. The Supervisor will reconcile, review and approve the WEX report to ensure compliance. The Supervisor will be required to sign and date the document to acknowledge reconciliation has occurred. The WEX report should be submitted to Georgia Tech Fleet Services on the 15th of every month. Contact Information 36 Office of Fleet Services 37 For additional information regarding Fleet Services: http://facilities.gatech.edu/fleet_services/ [email protected] Office: (404) 385-4232 FAX: (404) 385-2401 Samuel Evans, III Fleet Services Manager [email protected] (404) 385-4394 Satama Brown Admin Manager/Fleet Coordinator [email protected] (404) 894-4109
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