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| Original file line number | Diff line number | Diff line change |
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| title: "Helpful Hints for Fleet Account Use" | ||
| description: "A quick reference for Dos and Don'ts to using your fleet account" | ||
| --- | ||
| {/* This page is to set up to mimic the printable PDF if content is updated the PDF should be as well */} | ||
| import LinkButton from '@components/LinkButton.astro'; | ||
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| <LinkButton link="files/fleet-account-helpful-hints.pdf" text="Printable Version [PDF, 10 pages]" /> | ||
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| ## The GSA SmartPay® Fleet Account | ||
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| In accordance with the Federal Acquisition Regulation (FAR) 13.301, the government- wide commercial fleet account is authorized for the purchase of fuel, maintenance and repair of government owned/operated motor vehicles, aircraft, boats, and motorized equipment. Fleet accounts are typically issued for specific vehicles rather than to persons. | ||
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| Having this account provides your agency/ organization with numerous benefits. With these benefits come certain responsibilities for you. This document is intended as a quick reference for “Dos and Don'ts” to using the fleet account. It also provides helpful information about the account. | ||
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| ## Account Holder Responsibilities Do's: | ||
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| You are the government's agent for each purchase made with the fleet account and responsible for each transaction. In addition to the responsibilities listed here, you must comply with all applicable regulations and procedures of your agency/organization and the agency/organization providing the equipment. | ||
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| - Do keep the account safe and secure. | ||
| - Do purchase regular unleaded self-service gasoline from service stations that offer the lowest price, except when the vehicle requires diesel or alternative fuel or under other authorized conditions. | ||
| - Do use the account to purchase oil, fluids, and other necessary maintenance and repairs only as authorized. | ||
| - Do observe all dollar limits for purchases. | ||
| - Do seek state tax exemption for all non-fuel purchases. | ||
| - Do use the account ethically. | ||
| - Do immediately report a lost or stolen account to your Fleet Manager or Fleet Service Representative and the issuing bank. | ||
| - Do destroy any lost or stolen cards that are recovered. | ||
| - Do be aware of identity theft schemes attempting to gain access to financial information. | ||
| - Do be aware that misuse of the fleet account could result in disciplinary actions by your agency. | ||
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| ## Account Holder Responsibilities Don'ts: | ||
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| - Don't use the fleet account to purchase food, beverages, or other items for personal use. | ||
| - Don't use an old fleet account that was replaced for any reason. | ||
| - Don't use a fleet account assigned to another vehicle. | ||
| - Don't use a fleet account at a pump that appears to be tampered with or looks suspicious. | ||
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| Your feet account may only be used for your agency vehicles. For vehicles leased through GSA Fleet, the GSA Fleet Services Card is used. | ||
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| If you are uncertain as to whether a purchase is appropriate, ask your Fleet Manager or Fleet Service Representative. Your agency/ organization may have additional restrictions for the use of the account. | ||
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| ## Reporting a Lost or Stolen Account | ||
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| Immediately report a lost or stolen fleet account to the Fleet Manager or Fleet Service Representative and the issuing bank. The bank will assign a new account number and mail a replacement card to you within one business day from the time the theft or loss was reported. | ||
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| ## Resources | ||
| ### Online Training | ||
| Your bank will provide a “Driver's Guide” or other account-use instructions according to the terms of your task order. This information may be provided with each account and/or it may be provided online through your agency or the bank's website. | ||
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| Visit the GSA SmartPay training website at https://training.smartpay.gsa.gov to access free GSA SmartPay Fleet Training for Program Coordinators. | ||
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| When visiting the website, login or register if it is your first time. After logging in and completing the training module, take the online quiz. A passing score on the quiz will enable you to print out a certificate of completion. You will receive 1 CLP training credit. | ||
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| ### Bank Contacts | ||
| Account holders who have questions related to their specific account, must contact their agency's issuing bank directly: | ||
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| Citibank: 800-790-7206 <br/> | ||
| U.S. Bank: 888-994-6722 <br/> | ||
| Wright Express: 866-939-4472 |
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| Original file line number | Diff line number | Diff line change |
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| @@ -0,0 +1,77 @@ | ||
| --- | ||
| title: "Helpful Hints for Purchase Account Use" | ||
| description: "A quick reference for Dos and Don'ts to using your purchase account" | ||
| --- | ||
| {/* This page is to set up to mimic the printable PDF if content is updated the PDF should be as well */} | ||
| import LinkButton from '@components/LinkButton.astro'; | ||
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| <LinkButton link="files/purchase-account-helpful-hints.pdf" text="Printable Version [PDF, 14 pages]" /> | ||
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| ## The GSA SmartPay® Purchase Account | ||
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| In accordance with the Federal Acquisition Regulation (FAR) 13.301, the government-wide commercial purchase account is authorized for use in making and/or paying for purchases of supplies, services, or | ||
| construction. | ||
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| As a purchase account holder for your agency/organization, you will be responsible for making payments and/or purchases on behalf or your agency/organization. | ||
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| Having this account provides your agency/organization with numerous benefits. With these benefits come certain responsibilities for you. This document as a quick reference for “Dos and Don'ts” to using your purchase account. It also provides helpful information about your account. | ||
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| ## Account Holder Responsibilities Do's: | ||
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| You are the government's agent for each purchase made with the purchase account. You are responsible and accountable for each transaction. In addition to the responsibilities listed here, you must comply with all applicable regulations and procedures of your agency/organization. | ||
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| - Do keep your account safe and secure. | ||
| - Do maintain a record of all purchase pre-approval and approval documents. | ||
| - Do maintain a log of all your purchases. | ||
| - Do keep your receipts for all purchases. | ||
| - Do use the account only to make informed buys of approved goods and services. | ||
| - Do ensure availability of funds before purchase. | ||
| - Do observe all dollar limits on purchases. | ||
| - Do seek tax exemption. | ||
| - Do reconcile all transactions. | ||
| - Do use the account ethically. | ||
| - Do resolve disputes in a timely manner. | ||
| - Do leverage buying options to save your agency money. | ||
| - Do contact your Agency/Organization Program Coordinator (A/OPC) for proper guidance on destroying your card if you leave your agency/organization or retire. | ||
| - Do immediately report your lost or stolen account to your A/OPC and the issuing bank. | ||
| - Do destroy any lost or stolen cards that are recovered. | ||
| - Do purchase supplies and services from mandatory sources such as AbilityOne (see FAR 8.7). | ||
| - Do be aware of identity theft schemes attempting to gain access to financial information. | ||
| - Do be aware that misuse of the purchase account could result in disciplinary actions by your agency. | ||
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| ## Account Holder Responsibilities Don'ts: | ||
| - Don't use the purchase account to purchase: | ||
| - Long-term rental or lease of land or buildings; | ||
| - Travel or travel-related expenses (except it may be used for meeting spaces, and local transportation services, e.g., Metro fare cards, subway tokens, etc.); | ||
| - Cash advances, unless permitted by agency/organization selected value-added option; | ||
| - Personal items; or | ||
| - Items that exceed the government's actual need (e.g., designer items when less expensive items are available). | ||
| - Don't allow others to use your account. It is assigned to you and is your responsibility. | ||
| - Don't split purchases in order to stay below your authorized spend limit. If you do so, your account privileges may be suspended and you could face further disciplinary action. | ||
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| If you are uncertain as to whether a purchase is appropriate, ask your Approving Official (AO) or A/OPC. Your agency/organization may have additional restrictions for the use of the account, which you should follow. | ||
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| ## Reconciling Your Purchase Account Statement | ||
| As one of your primary jobs as the account holder, you must review and reconcile your monthly billing statement within the timeframes required by your agency/ organization (usually three to five days). Reconciling your statement includes certifying receipts, annotating accounting codes, identifying disputed items, and completing any other documentation required by your agency/organization before forwarding your statement to your AO or the appropriate payment/finance office. | ||
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| If you dispute a transaction, be sure to contact the merchant and/or your agency/ organization's bank promptly to ensure the dispute i recorded within the required timeframes outlined in the GSA SmartPay Master Contract. | ||
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| Remember, the Government is liable for all undisputed charges made by an authorized account holder. Use your account wisely! | ||
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| ## Reporting a Lost or Stolen Account | ||
| Immediately report your lost or stolen purchase account to your A/OPC and the issuing bank. The government is not liable for unauthorized use on lost or stolen accounts. | ||
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| The bank will assign a new account number and mail a replacement card to you within 48 hours from the time the theft or loss was reported. | ||
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| ## Resources | ||
| ### Online Training | ||
| Visit our training website at https://training.smartpay.gsa.gov for online GSA SmartPay Purchase Account Holder training to receive detailed training on the use of the purchase account. | ||
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| When visiting the website, login or register if it is your first time. After logging in and completing the training module, take the online quiz. A passing score on the quiz will enable you to print a certificate of completion. You will receive 1 CLP training credit. | ||
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| ### Bank Contacts | ||
| Account holders who have questions related to their specific account, must contact their agency's issuing bank directly: | ||
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| Citibank: 800-790-7206 <br /> | ||
| U.S Bank: 888-994-6722 |
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