NO: 95-14

ORIGINATING AGENCY: General Services Administration

EFF DATE: 6/1/95

EXP DATE: Indefinite

SUPERSEDES: FMC 89-2

SUBJECT: Motor Fuel Credit Card Assignment and Use

ATTENTION: All Departments & Agencies

FOR INFORMATION CONTACT: Tom Maiorine, Chief BTS
PHONE: 292-0734

I. PURPOSE

The State's retail contract motor fuels supplier provides
credit cards for the purpose of providing a supplemental means
for obtaining fuel,oil, and to effect certain minor repairs
in areas of the State remote from State operated fueling or
repair facilities. (A complete directory of the State operated
fueling and repair facilities should be found in the glove
compartment of each vehicle. Additional copies of the dir-
ectory can be obtained through your vehicle coordinator or
directly from the Bureau of Transportation Services, Fleet
Management.)

II. ELIGIBILITY/APPLICATION

Retail motor fuels credit cards may be assigned to State
vehicles, upon written application, when the following
criteria are satisfied:

• Consistent, unscheduled after hours or weekend use in areas
  remote from the State's twenty four (24) hour facilities;
  
• Investigatory assignments that may be jeopardized by the use
  of the State operated facilities;
  
• Excessive time or distance from State operated facilities
  which nullify the cost savings;
  
• Other legitimate, convincing demonstrations of need.

Application for issuance of retail motor fuels credit cards must
be made on a Request for Credit Card Assignment form VIC-106.
Applications are considered on a vehicle by vehicle basis.

• Applications must include specific vehicle justification;
  
• Signature of the Agency or Department Head, or Designee;
  
• Applications must be submitted to the Bureau of Trans-
  portation Services, Fleet Management 605 South Broad Street,
  CN 233, Trenton, NJ 08625-0233.

III. LIMITATIONS

• The purchase of "high-octane" or other premium priced motor
  fuel is strictly prohibited, unless required by the OEM and
  approved by Fleet Management on the VIC-106 at the time of
  application.
• Out-of-state use of a credit card is authorized on a trip by
  trip basis by the Director of Central Services. Application
  for the temporary assignment of an out-of-state card, or
  authorization for the use of an existing card is made on
  form VIC-106. (Out-of-state travel is considered to be
  twenty-five (25) miles beyond the State border).
• Credit cards are to be used only when State operated fueling
  or repair facilities are not available, or in an actual
  emergency situation. Emergency situations must be reported
  to the Bureau of Transportation Services as soon as possible
  after each occurrence.
• Credit card usage is to be limited to the purchase of motor
  fuels and oil (or other essential fluids) and minor emergency
  repairs costing up to one hundred dollars ($100.00). Repairs
  exceeding $100.00 must have prior authorization from the
  Assistant Supervisor, Central Motor Pool Operations;
  (609) 984-4324.
• Credit cards may be used only at retail service facilities
  as named on the card. Credit cards should not be used at
  stations other than the named, issuing supplier, regardless
  of the willingness of other vendors to accept the card.
  Any other charges incurred are the direct responsibility
  of the driver or the Agency.

IV. ACCOUNTABILITY

• Retail motor fuels credit cards are vehicle specific; they
  are not transferable.
• Credit cards issued to vehicles no longer in service must be
  returned to the Bureau of Transportation Services, Fleet
  Management, 605 South Broad Street, CN 233, Trenton, NJ
  08625-0233.
  
• Sales Receipts must contain the following information:
  
  

1. Price per gallon
   
2. Number of gallons sold
   
3. Quarts and price of oil
   
4. Signature of the driver
   
5. License plate number of the vehicle
   (Embossed plate number from the card does not suffice).
   
   
• Lost or stolen credit cards
  1. Must be reported immediately to the Bureau of Trans-
     portation Services, Fleet Management (609) 292-0272.
     
  2. Credit cards will only be replaced once per vehicle, per
     contract.
     
     

• Negligent use of credit cards (including charges from lost or
  stolen credit cards, or the purchase of premium fuel) will
  result in direct charge backs to the Agency, and possible
  forfeiture of the credit card.

• Abuse of credit cards will result in immediate forfeiture of
  the card, automatic denial of future Agency request for
  credit cards, and will be cause for disciplinary action.

V. BILLING

It is the policy of the Bureau of Transportation Services, Fleet
Management to bill all Agencies the difference between the bulk
rate cost for motor fuel (as if purchased at a State operated
facility) and the adjusted cost of retail motor fuel purchased
on the credit cards.