Fuel Card (Voyager) Procedures

Policy Introduction

Program Administration

The Fuel Card program is administered by the Accounting Operations Travel Office, which is knowledgeable about Department of Goods and Services regulations and Commonwealth of Virginia Accounting Policies and Procedures relating to the Fuel Card Program. The Program Administrators at W&M are:

• Primary: LaDonna Brown
• Secondary: Ruth Erb

The Program Administrators are responsible for:

• Issuance of cards;
• Promptly canceling and suspending cards as appropriate;
• Monitoring and canceling cards that are no longer needed;
• Training Fuel Card Custodian and Fuel Account Manager in proper card usage, security, and guidelines;
• Assisting the Fuel Account Manager as needed in managing issues;
• Maintaining card guidelines, policies, and procedures and making them available to the Fuel Card Custodian and Fuel Account Manager;
• Promptly notifying the Internal Audit Office of any confirmed fraudulent use of the card and steps that are being taken to address the issue (e.g., card cancellation communication with the vendor and/or notification of law enforcement officials as appropriate) and
• Promptly notifying the vendor of any potential or confirmed fraudulent use of the card.

Fuel Card Custodian and Card Security

The Fuel Card Custodian assumes responsibility for the physical security of a Voyager Card and its PIN (Personal Identification Number). The Fuel Card Custodian may delegate card use but assumes responsibility for card transactions. The Fuel Card Custodian shall perform duties that include, but are not limited to:

• Ensure physical security of cards (for example, in a locked desk drawer). The card may not be left in the custody of a vendor.
• Maintain a written record of all persons with physical access to the cards (for example, fuel card log and payment form or a list of persons with keys to the locked desk drawer).
• Ensure that the card is used only for appropriate purchases and in conjunction with State business.
• Ensure that users of university vehicles turn in receipts of purchases from retail fuel sites.
• Ensure all documentation of card use is forwarded to the Fuel Card Account Manager.
• Inform Accounting Operations Travel Office of any change in the Fuel Custodian's contact information.

Fuel Account Manager and Card Reconciliation

The Fuel Account Manager assumes responsibility for reviewing card activity to ensure appropriate use. In addition, the Account Manager should not be a card user. The Fuel Account Manager shall perform duties that include but are not limited to:

• Review the bi-monthly Statement of Charges for appropriate card usage.
• Reconcile all charges in the Fuel Card Log and Payment Form and process the Direct Payment Form in BuyW&M  for the invoice.
• Report all transaction disputes to the Program Administrator
• Report infractions to the Program Administrator.
• Maintain records of all card usage, sign-out sheets, receipts, or other applicable documents.
• Ensure that the card is used only for appropriate purchases (described below) and in conjunction with State business.
• Inform Accounting Operations Travel Office of any change in the Accounting Manager's contact information.

Procedures

Issuance of Voyager Cards

Every university-owned vehicle is assigned a Voyager card. Departments are responsible for notifying the Program Administrator of acquiring a new vehicle by sending an email to [[voyager]] and providing the year, make, model, vin number, license plates number, and the department index to charge for the new vehicle. All new cards will be mailed directly to the Fuel Card Custodian.

Card Cancellation, Transfers, Renewal and Inactive

Cancellation
Fuel Card Custodians who wish to cancel their cards should email the Program Administrator at [[voyager]]. Fuel Card Custodians must shred their cards immediately upon the request for cancellation. Requests to cancel cards should always be sent to the Program Administrator when a vehicle is surplus.

Transfers
The Voyager Cards are not transferable to a different vehicle, but they are transferable to a new Fuel Card Custodian. If the Fuel Card Custodian is moving to a new position within W&M/VIMS, the Fuel Card Custodian needs to work with the department to ensure a smooth transition of responsibilities to the new Fuel Custodian.

Renewal
Active cards are automatically renewed every two years.  Cards are valid through the last day of the month in which the card expires. 

Inactive Card
The Program Administrator must cancel cards with no activity for a consecutive twelve (12) month period unless the Fuel Card Custodian can provide reasonable justification for keeping it active.

Daily Limits and Card Restrictions

Voyager Cards have a daily limit of 5 transactions per day with no dollar limits. Each card has a $5,000 credit line.

Odometer & Pin Information

Certain security measures are configured into the cards to maintain a secure transaction system and protect against fraudulent charges. The following features are enabled in all cards:

1. Card PIN #: The option to set up a 6-digit PIN is enabled upon creating new cards. This PIN must be entered for any transaction to process at the pump.
2. Odometer Readings: Newly created cards will be configured to accept odometer readings. To complete the transaction, an odometer reading and a PIN must be entered at the pump.

Allowable and Disallowed Purchases

Allowable Purchases
A Voyager Card may only be used to purchase the following for the university owned vehicle to which the card is assigned: fuel, car washes and out of area emergencies. It is prohibited to use the cards to fuel personal vehicles.

Restricted Purchases
A Voyager Card may not be used for any purchase associated with any vehicle, whether university-owned or personal, other than the one to which it is assigned. No other purchases are allowed. This includes food or beverages, parts and labor, towing, roadside assistance, mechanical repairs, and other goods and services.

Fueling Using the Card

Voyager Cards may be used to fuel university-owned vehicles only. Ensure the gas station will accept the Voyager Card before pumping gas. If the gas pump has card swipe access, use the assigned PIN. The current mileage on the vehicle needs to be keyed into the gas pump terminal. The fuel pump will prompt the cardholder for this information. The cardholder only has two attempts to put the information in correctly before the card becomes locked and cannot be used. If the card becomes locked, there are two options: use an alternate form of payment or contact Voyager assistance at the pump by calling 1-800-987-6591.

Fuel Card Log and Payment Form

Immediately after card use, transactions should be logged by the Fuel Card Custodian on the Fuel Card Log and Payment Form. One form should be maintained for transactions from the 1st to the 15th of the month, and another log for transactions from the 16th through the end of the month. The Fuel Card Custodian will send the Fuel Card Log and Payment Form to the Fuel Account Manager for payment requests. The Fuel Account Manager will review the logs against the invoices and will submit the Direct Payment Request Form in buyW&M to pay the invoice. 

Approving Invoice for Payment

A department-authorized budget approver is responsible for approving the Direct Payment Request Form in buyW&M and authorizing the payment request. Once the Direct Payment is submitted, it will route to the authorized budget approver over that index. 

Disputes and Erroneous Charges

Disputes
Disputes should be initiated within fifteen (15) days of the purchase date to ensure that the vendor will honor the dispute. Fuel Card Custodians may initiate a dispute by emailing fuelcard@mansfieldoil.com along with the Voyager dispute form. The Fuel Card Account Managers are set up to receive emails from Mansfield Oil with possible exception activity. The Fuel Card Account Managers will review exception codes for D, H, 2-9, and O.

Exception Codes:
      D = Duplicate
      H = High Grade
  2-9 = Multiple Fueling's
      O = Non-Fuel (Other)
      A = Off Hours
      X = Exceed Tank Cap
      P = Product Type
      V = Aviation
      W = Weekend
      R = Propane
      E = Emergency PIN used 

Erroneous Charges
Any card user who places an error charge on the Voyager Card should contact the Program Administrator immediately for guidance on the correct procedure for resolving the error. Payment for erroneous charges should never be sent to Accounts Payable for processing. Please see the Violations section for possible adverse actions.

Card Security

The Fuel Card must be kept in a secure but accessible location. The account number on the card must not be posted, photocopied, or left in a conspicuous place. The card may be used only for fuel, car washes, and out-of-the-area emergencies for the card-assigned vehicle.   All cards are to be used through a point-of-sale payment process, and a card Custodian must never fax, email, text, or mail their card numbers to a vendor. If the card is lost or stolen, the Fuel Card Custodian must immediately notify the Program Administrator via email at [[voyager]].

Audit Reviews and Training

Reviews

A. Quarterly Review
Since the university assumes liability for all charges made with the card that are consistent with university policies and procedures, the Program Administrator will conduct a quarterly review of the card activities to limit the risk associated with the card program.

B. Annual Review
The Program Administrator will conduct annual reviews of the card activities to identify cards with no activity.

Training

C. Annual Training
All Fuel Card Custodians and Fuel Card Account Managers are required to take annual training. 

Retention Policy

Departments shall retain all fuel records for three (3) years plus the current fiscal year for auditing purposes.

Violations

All transactions made with the Voyager Card are subject to audit and, as such, must have appropriate business justification and be accompanied by required supporting documentation. Individuals who violate these card procedures may have card privileges suspended or permanently revoked and may face additional disciplinary action.

Typical suspension periods for misuse of cards will be 30 days. Severe infractions will result in the revocation of the card. Violations include but are not limited to:

• Personal use of the Fuel Card or unauthorized purchases,
• Failure to reconcile online transactions, including:
  • Missing documentation or business purpose explanations
  • Failure to sign off by Voyager Card Custodian
• Failure to properly report the loss or theft of a card promptly,
• Failure to notify the Program Administrator of department changes and
• Failure to complete mandatory annual training

Voyager Card Sanctions for Misuse Violation Action

• 1st Offense: Warning
• 2nd Offense: 30-day suspension

References

This policy corresponds to and should be read in conjunction with the Department of Goods and Services: Office of Fleet Management Services, Policies and Procedures (pdf).

Approvals and Revisions

This procedure is effective November 1, 2018.

Forms

• Fuel Card Log and Payment Form (xlsx)
• Voyager Dispute Form (pdf)