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«June 2008 DEPARTMENT OF THE INTERIOR INTEGRATED CHARGE CARD POLICY MANUAL This page intentionally leftblank. Table of Contents, 1.2 CREDITW ...»

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., FLEET Fleet business line transactions are billed centrally to be paid bythe Government. The fleet business line is a subset of the purchase business line. Transactions under the fleet business line must comply with all applicable regulations, including theFederal Acquisition Regulation and the Federal Property Administrative Services Act of 1949, as amended. Individuals using the fleet card are responsible for observing the 'prudent person" rule; that is, they are expected to use the card practically and sensibly and to exercise good judgment in its use at all times.

4.1 Eligibility

The integrated charge card can be used for 001 vehicles, equipment, boats, and small airplanes owned or commercially leased by 001 Bureau/Offices. However, vehicles in the GSA Interagency Fleet Management Systems (IFMS) are not covered; the GSA fleet charge card should be used for these vehicles.

4.2 Fleet NOPC or Fleet Manager

The Fleet NOPCor Fleet Manager is responsible for card distribution, record maintenance in EAGLS, establishment of transaction dollar limits for the fleet charge card business line and reconciling the statement of account. The Fleet NOPCor Fleet Manager may also be the "designated cardholder".

4.3 Designated Cardholder and Approving Official

For the purposes of the fleet business line, the individual who reconciles theaccount and prepares the certification or signs the statements will bereferred to as the "cardholder". The supervisor of the Fleet Manager will bedesignated as the "approving official" with responsibility to approve the statements/certification. This responsibility may not be re-delegated.

4.4 Account Holder/Account Name

In setting up vehicle accounts, vehicle account names will be the vehicle license number (typically "I" followed by numbers). When setting upequipment fleet line accounts, ensure that the account name begins with the 001 Bureau/Office location cost center code, followed by a unique identifier (e.q.

4427-Forklift1, or 4427-Misc1). No two accounts may have the same account name.

When a charge card is assigned to a vehicle, major piece of equipment, boat, or aircraft, the license plate or property number will be embossed on the charge card and is to be used only forthat assigned vehicle, equipment, boat, or aircraft. It is not necessary to maintain separate cards for individual items of small motorized equipment; e.g., law mowers, chain saws, etc. One charge card may be used to obtain fuel, lubrications, and other supplies for such equipment. In all instances, local procedures must beestablished to ensure controlled use of the card.

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If fleet assigned cards are issued, it may be used when purchasing the following items for motor

vehicles, equipment, boats, and small airplanes either owned or commercially leased by DOl:

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4.6 EnvironmentallY Preferable Products Use environmentally preferable and re-refined oil products whenever practical. The Resource Conservation and Recovery Act requires Federal agencies to acquire products composed of the highest percentage of recovered materials practical, unless the products are not reasonably available within a certain period of time, the products fail to meet applicable performance standards, or the products are available only at an unreasonable price.

Several sources of supply are available for re-refined engine lubricating oil and other environmentally preferable vehicular products. The Defense Logistics Agency - Defense Supply Center Richmond (DLA-DSCR) sells several grades of commercial and heavy-duty refined oil that have been tested and meet the American Petroleum Institute's performance classifications and viscosity grades.

Telephone orders are accepted at 1-877-352-2255. For more information, please refer to http://www.dscr.dla.mil/userweb/dscrld/Re-refined/RR.htm.

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The card must not be used for:

• Fuel, oil and supplies/parts for privately owned vehicles; or

• Services and repair for privately owned vehicles.

4.8 Central Billing of Charges Transactions on the fleet business line should centrally bill to be paid directly by the Government.

4.9 Documentation and Record Retention All fleet receipts must be maintained in accordance with Bureau/GSA instructions. Original statements will be centrally filed together with a copy of the applicable signed certification if applicable. Certifications with original signatures must be retained on file for a minimum of three years. See Section 4.10.

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Data required for the Agency Motor Vehicle Report, Standard Form 82, and Executive Order 13149, Greening the Government through Federal Fleet and Transportation Efficiency, must be collected at the fueling point.

Information to be provided by the driver atthe automated fueling point of sale will bedecided by Bureau/Office fleet managers in coordination with the AfOPC and Bank of America. Data collection needs to satisfy external reporting requirements should be taken into consideration.

4.10 Reconciling Statements Bureaus/Offices must establish local procedures for reconciling the fleet statement of account.

Offices may wish to develop a "certification sheet" for verifying statements because of the potential number of statements that could be received each month.

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Cardholders must:

• Ensure the purchase is an authorized use of the card.

• Ensure proper documentation is attached for each purchase; e.g., charge slips, register receipts, or invoices.

• Ensure the receipt amount matches the amount on the statement of account.

• Ensure purchases are only for the vehicle/equipment assigned to the card.

• Purchases are made only by official users of the vehicle/equipment assigned to the card.

• Ensure purchases of bulk fuel are not made on cards assigned to a specific vehicle/piece of equipment.

• Determine if any transaction(s) need to be transferred from centrally billed to individually billed.

• Determine if any transaction(s) need to be disputed; the dispute must be initiated within 60 days of the date of the statement of account showing the transaction.

• Determine if any transaction(s) need to be reported as fraud.

• Sign and date the statement of account or prepare and sign and date a certification for all statements received.

• Give the signed and dated statements/certification to the approving official within 30 calendar days of the statement date.

• Centrally file the original certification, original statements of account and original supporting documentation in accordance with Bureau/Office policy.

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The approving official must:

• Review reconciled statements of account, receipts and cover certification, if applicable.

• Assure that the cardholder reconciles the account within 30 calendar days of the statement date.

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• Validate fleet statements bysigning and dating the statements of account or cover certification within 30calendar days ofthe statement date.

• Review exception reports; take action as needed.

• Ensure the original certification, original statements of account, and original supporting documentation are centrally filed in accordance with Bureau/Office policy.

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Accountable Property: Property for which accountability or property control records are maintained, and mayor may not be charged to a general ledger control account. Accountable property includes capitalized, non-capitalized, sensitive, leased and contractor-held property, and stores property.

Agency: The Department of the Interior, which may be further broken down to include Bureaus, offices, and programs.

Agency/Organization Program Coordinator (A/OPC): The primary liaison with Bank of America and the Office of Acquisition and Property Management (PAM), Office of Financial Management (PFM), and the National Business Center (NBC) on technical and policy issues.

Approving Official: Individual responsible for oversight and monitoring of designated cardholders compliance with established rules and procedures. This is usually the cardholders supervisor.

ATM Privileges: Privileges that may be authorized on a charge card account to allow a cardholder to obtain limited cash advances for official travel expenses via ATM. You can search on a listing of ATM locations atwww.gov-eagls.bankofamerica.com (search is located in the lower right hand corner under "ATMs &Banking Centers").

Billing Date: Can be used interchangeably with "Closing Date". The last date that charges can appear on a statement of account. For DOl, that is the 19th of the month.

Business Line: The charge card program is comprised of three "business lines": travel, purchase, and fleet. Each of these is made up of a group ofcharge card activities with common functional characteristics; e.g., supports travel, purchase or fleet. These functions are integrated into one card and one administrative set-up. Also, see "Integrated".

Cardholder: Any individual issued a card. Cardholders include users of both charge cards and convenience checks. Specific to fleet: any individual, vehicle/equipment, or agency issued a charge card.

Cardholder Aareement: The Agreement between the Department of the Interior employee and Bank of America. The Agreement formally documents and assigns the banks and cardholders responsibilities regarding use ofthe charge card. This program guideline supplements that Agreement with 001 policy and procedures. By signing the application form and activating, signing, or using the card and/or account, a cardholder agrees to bebound by the terms and conditions of the Agreement.

Cancelled Account: Occurs when an account with an undisputed individually billed balance remains unpaid 96 calendar days after the date of the statement of account on which the charge first appeared. An account may also be cancelled if the account reaches suspension status for the third time within a 12-month period. Suspension orcancellation will affect all privileges associated with the cardholders account.

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Central Account 10: A 7-digit number that uniquely identifies a Bureaus central account. Some EAGLS maintenance requires inputting the central account 10. See the Bureau lead NOPC for more information.

Central Account Number: The "parent" account for each Bureau that receives no transactions and provides an umbrella for all charges to the individual accounts below it.

Centrally Billed: Transactions that are billed directly to the Government and paid bythe Finance Office; includes purchase of goods and services, convenience check transactions, temporary duty (TOY) travel transportation charges, and rental car expenses.

Charged OffAccount: A cancelled account with a balance that continues toremain unpaid 210 days is determined to be uncollectible by the bank and written offas"bad debt". At the banks discretion, collection action may continue on these accounts.

Closing Date: Can beused interchangeably with "Billing Date". The last date for which charges appear on a statement. For DOl, that is the 19th of the month.

Convenience Check: A Bank of America paper check available only under the purchase business line to be used only when a vendor will not accept the charge card, electronic funds transfer (EFT), or purchase order. The checks are personalized with the cardholder's name, agency, office address and single purchase limit, and can only be issued by the cardholder.

Corporate Account: Applicable to the travel business line only; an account used to purchase transportation tickets for individuals who do not have a travel account. This includes invitational travelers, interviewees, employees serving without appointment, and family members for relocation travel. Travel expenses of contractors and subsistence expenses of employees may NOT be charged to this account. Issuance of a card plastic is optional.

Credit Worthiness: In accordance with Section 639 of the Consolidated Appropriations Act, 2005, P.L. 108-477, as prescribed in revised OMB Circular A-123, Appendix B, Improving the Management of Government Charge Card Programs, Chapter 6, a credit check will be conducted on all new Government charge card applicants.

Default Cost Code: May be used interchangeably with "Master Accounting Code". The account code that will be applied to all transactions for cardholder's account for budget tracking purposes.

Delinquency: Cardholder failure to meet the payment due date, measured in3D-day increments.

Delinquency results in card suspension at 61 days, and card cancellation at96days.' Dispute: The action a cardholder takes when an incorrect charge appears on the statement.

Disputes are the cardholder responsibility, but the NOPC can advise on procedures.

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EAGLS: Electronic Account Government Ledger System (EAGLS), a Bank of America internet based system to help perform administrative changes to cardholder information and analyze program activities. All DOl cardholders may have access to EAGLS. A User ID and password from Bank of America are required. EAGLS can beaccessed atwww.gov-eagls.bankofamerica.com.

GCSU: Bank of America's Government Card Services Unit. This customer service group assists both NOPCs and cardholders. The toll-free telephone number is 1-800-472-1424.

GCSUTHD: Bank of America's Government Card Services Unit Technical Help Desk. This group assists EAGLS users. The website can be accessed atwww.gov-eagls.bankofamerica.com. The toll-free telephone number is 1-800-558-0548.

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