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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]
Agenda
 Program Overview
 Fuel Card
 Allowable / Prohibited Use
 User Roles & Responsibilities
 Internal System & Controls
 Program Compliance
 Documentation
 Contact Information
Overview of
Fuel Management Program
FY15 Review of Fuel Program
 Statistics
 429 Campus-Wide Vehicles
 932 PIN Users
 59 Departments
Importance of Fuel Card
 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
 “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
 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
 Significant cost savings
 Simplifies the purchasing and payment process
 Eliminates cash transactions
 Electronic controls and accountability
Risks
 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
Card Types
 The Fuel Card Program consists of two distinct fuel
cards, unique to the operational purpose:
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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

Application Process
 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)
 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
 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:
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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
Allowed Purchases
 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)
Prohibited Purchases
 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
 Cardholders shall make every reasonable effort to
enter the accurate vehicle odometer or meter reading
at the time of fueling transactions.


Odometer readings should be entered on the Georgia Tech
Fuel Card Transaction Log, per transaction.
If mistakes occur, please contact the Office of Fleet Services at
[email protected]
User Roles & Responsibilities
Georgia Tech
Fuel Card Program Administration
 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
 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
Fleet Services User PIN Request Form
 Notify Georgia Tech Fleet Services Manager when a PIN User
resigns, transfers, or is terminated from employment using the
Fleet Services Change Request Form



3-month review of PIN User inactivity
Monitor transactions to ensure all purchases are for legitimate
Georgia Tech business use via Fuel Transaction Log
Review all documentation

Fuel Packet- (WEX Report, Transaction Log, Signatures)
Georgia Tech
Fuel Card Program Administration
 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


Maintain all required documentation (i.e. transaction logs)


The sharing of PINs by multiple users is strictly prohibited
Documentation must be submitted to supervisor for monthly
approval by established deadline
Obtain “best value” when purchasing fuel

Strongly encouraged to utilize on-campus fuel located at Georgia
Tech Fleet Services prior to offsite fuel purchases
Internal System Controls
Fuel Card Controls
 Maintain integrity of fuel card program
 Supported by policies and procedures
 Type of Controls
 Preventative
 Detective
Preventative Controls
 Procedural
 Policies
DOAS Statewide Fuel Card Standards & Guidelines
 Georgia Tech Fleet Services Internal Policies and Procedures

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Training
PIN User Request Form
User Agreement
 Vendor-Type Restrictions
 Fuel Commodity Code
 Unique PIN per User
Detective Controls
 Office of Fleet Management Maintenance System
 Wright Express (WEX) Financial System
 Monthly Supervisory Review and Approval Process
 Audit/Review
Program Compliance
Compliance
 Review
 PIN Users may not approve their own fuel transactions
 Supervisor must review, reconcile, and approve all
transactions via Fuel Transaction Log and WEX Report
 Internal Auditing
 DOAS
Non-Compliance
 Suspension of Fuel Card PIN
 Failure to document all fuel transactions on Fuel Transaction
Log
 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
Fuel Card Documentation
 Every Georgia Tech vehicle with a Fuel Card will also
have a monthly transaction log.
 This monthly transaction log must stay in the vehicle
at all times.
 The transaction log is a documentation of all fuel
transactions for a specific vehicle.
PIN User Documentation Requirements
 The PIN user is responsible for documenting his/her fuel
transactions and all relevant documentation on the log.
 The PIN user will be required to initial by his/her
transaction.
Supervisor Documentation Requirements
 At the end of the month, the Supervisor will be required to
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remove the monthly transaction log from their vehicle(s).
Georgia Tech Fleet Services will provide the Supervisor
with the monthly WEX report.
The Supervisor will reconcile the monthly transaction log
and WEX report to ensure compliance.
The Supervisor will be required to sign and date both
documents to acknowledge reconciliation has occurred.
The transaction log and WEX report (Fuel Packet) should
be submitted to Georgia Tech Fleet Services on the 15th of
every month.
Contact Information
Office of Fleet Services
For additional information regarding Fleet Services:
[email protected]
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