Federal Acquisition Service

U.S. General Services Administration

Welcome to:

GSA Fleet Program Overview

Jenny KaneGSA Fleet’s Loss Prevention TeamSmartPay® Conference August 10-12

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GSA Fleet’s Utilization of SmartPay® 2 Program Information SP®2 Fleet Card Features Card Usage Lost, Stolen or Damaged Cards Accepting Locations Reducing Costs and Fraud Controls Resources

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GSA Fleet Program Information

210,000 vehicles leased Federal agencies worldwide

One card for every vehicle allowing for life cycle costing of each vehicle

9,050,000 transactions per year

$422 million spend in FY09

DID YOU KNOW…A GSA Fleet SmartPay® charge occurred every 3.5 seconds in FY09

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GSA Fleet Customer Offerings:

Fleet Management System (FMS) – (internal and external usage)

Inventory Management Meeting mandates - FAST Access to Short Term Rental Vehicles Fleet Solutions Accident & Maintenance Management National Rates Federal Motor Vehicle Registration System (FMVRS)

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GSA Fleet Card Features – What makes fleet cards unique?Fuel and Maintenance Acceptance135,000 fuel providers have card swipe acceptance45,000 maintenance locations can swipe card under $100 with total acceptance of 500,000 when taking into account MasterCard backupTransactions identified by product code rather than by Merchant Category Codes

Fraud Monitoring Using Level 3 Data Program data allows us to monitor and ensure that any fraud or misuse is billed to the responsible party resulting in overall savings to our customer agencies

Replacement Card Orders Direct Shipped to AgenciesGSA Fleet decreased potential vehicle downtime by having replacement for lost, stolen or broken cards shipped directly to the driver utilizing the card

Real Time Authorization DataIf there is a problem with the card allows WEX or GSA Fleet to determine immediately what it is and how to complete the transaction

Refunds and Tax RecoveryReceive refunds that result in savings for our customer agencies and Level 3 data allows for most effective tax recovery

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Ease of Card Use

Customer Svc for fueling issues and under $100 repairs

GSA MCC/AMC for repairs or accident approvals over $100

Enter correct odometer readings

One card per vehicle, ensure

they match

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Authorized Purchases Unauthorized Purchase

Regular unleaded, self service fuel for GSA vehicle

Premium or full service fueling

Immediately consumable items for vehicle operation (eg. Quart of oil, washer fluid)

Maps, air fresheners, food, etc.

Required preventative maintenance

Over maintaining vehicle – do routine maintenance when notified by GSA Fleet

Car washes – not to exceed regional policy – generally $25 per month

Excessive car washes or details

Mechanical repairs for GSA vehicle to which card is assigned

Upgrading tires, accessories such as snow plows (contact your FSR)

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Report Cards Lost, Stolen or Damaged

Request a new card: replacementcards@gsa.gov Include:

– Requesting reason, circumstances (lost, stolen, etc)

– Vehicle license plate number– Contact Information– Shipping Address (no PO Boxes)

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Accepting Locations WEX is a closed loop network providing

Level 3 Data – for better reporting and controls

135,000 accepting fuel locations, including U.S. Territories

More than 90% of retail fuel locations in U.S.

More than 50,000 diesel locations in the U.S., including 8,200 truck stops and card-locks

Over 45,000 vehicle maintenance locations in U.S. accept WEX

Plus, additional 500,000 fuel/maintenance locations via WEXPay™, an out-of-network (virtual MasterCard) process. Merchant fees the same as any other MasterCard

*Participating Locations Only

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Help GSA Fleet Keep Your Costs Low

If your vehicle is under manufacturer warranty use roadside assistance programs

For preventative maintenance follow GSA instructions rather than vendor recommendations

If you have concerns about a maintenance location please let your FSR know

Please report any suspected fraud to lpt@gsa.gov

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Transaction Review Process

Each card has authorization controls in place Every transaction is reviewed via business rules that

kick out exceptions Transactions falling outside the norm are either

provided to agency for review or reported to OIG depending upon severity/concern

If a transaction is identified as misuse or fraud agency’s are notified and then billed using codes U2 for misuse or U3 for fraud on their monthly billing

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Level 3 Data for Transaction ReviewLevel 1 Data Level 3 Data

GSA Plate Number X X

Transaction Date X X

Transaction Time Varies X

Merchant Name X X

Merchant Complete Address/Phone

No X

Cost per unit; price per unit (important for fuel gallons)

No X

Vehicle odometer (driver entry) No X

Product Code – what was purchased vs. where purchased

No X

Tax data (up to 10 levels) No X12

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Fraud Prevention Tips One card for each vehicle, ensure you are using the

correct card Always secure cards

• Don’t leave in vehicle• Don’t leave where others can gain access

Ensure accountability – know who had card when Treat as you would your personal card

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“Federal agencies are responsible for the establishment of administrative controls to ensure that the fuel and services procured using the fleet charge card are for the official use of the agency and that administrative controls are maintained to prevent unauthorized use”. FPMR 101-38.8

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Resources - GSA Fleet Drive-Thru

Fueling Locations

FAST Fueling Data

Transaction Level Data Available to Agency Heads

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Resources - Driver’s Guide

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Helpful Resources - RECAP

For replacement cards replacementcards@gsa.gov include Reason for request (lost, stolen, broken) Vehicle license plate number Contact Information Shipping address (no PO Boxes)

Suspect fraud report it to: 1-866-WEX-4GSA General questions Email: lpt@gsa.gov

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Jenny Kane

jenny.kane@gsa.gov

(509) 353-2544

Thanks for Your Time and Attention!

www.gsa.gov/fleetcard