Fleet credit card
America can rightly be called the home of credit cards. This piece of plastic has revolutionized the American concept of life. Keeping in tune with the changing times the US Department of Agriculture has also sanctioned use of a credit card for managing a vehicle fleet. Large departments have been authorized to procure fuel and services for the upkeep and maintenance of their vehicle, aircraft, boats, and motorized equipment. The fleet card is for official government business only and covers a wide spectrum of activities primarily connected with running of the fleet.
Thus the fleet card is instrumental in the purchase of all types of fuel and gasoline. Transmission fluids and oils for the engine and gear box will also be covered by the fleet card. Maintenance of the fleet also includes car washing, battery charging and tire repairs. Docking and landing fees along with de-icing services and windshield wiper blades for all types of craft can also be repaired and good use made of the fleet card. In other words all activities connected with maintenance and running of a fleet either of cars or boats or aircraft is covered under the use of the fleet card. The fleet card is regulated by the federal government and authority is given to established individual agencies to market the card.
However it must be clearly stated that the fleet card cannot be used to purchase food and eatable including beverages and soft drinks of any type. Its use to purchase personal items for use is also strictly prohibited and could invite administrative and disciplinary action. The use of the card is so strictly regulated that even a fine for a traffic or parking offense is not be paid out of this card. Such fines are the individuals sole responsibility As already brought out the fleet card is used for all motorized equipment like vehicles, aircraft and boats. By corollary in case the said motorized item is down graded and sent for salvage then the fleet card is to be made inoperative and destroyed. Remember the fleet card is not for civil and private use.
The fleet credit card has a spin off effect as well. It helps reduce administrative cost and taxes by collecting detailed data regarding maintenance of the fleet. It gives at a glance the amount of fuels consumed and their cost. One can relate it in case of vehicles to the mileage done and work out the fuel efficiency of the vehicle. One of the important uses for a fleet card is in relation to the Aircraft fleet and power boats. The AIR (Aviation Intro Plane reimbursement) card is one such card and is used at commercial airports (and some military installations) world wide to purchase aviation fuel and ancillary ground services for all United States Government aircraft. As of January 1, 2005, the AIR card is serviced by the Multi Service Corporation, a DESC (dept of Defense, energy support centre) contractor. USDA aircraft and boats may also use the USDA Multi Service charge card. At the time of writing charge cards for aircraft and powered boats are also in use.One of the cards is the Mission-Critical Aviation Into-Plane Reimbursement card(AIR) program that provides federal and state as well as local law enforcement agencies a means to obtain aviation fuel and required ground services. Fleet credit cards are also used by large corporations. Effective management of your company's vehicle fleet expenses can mean cash savings and a better bottom line.
There are certain unwritten axioms connected with the fleet card which need to be observed. Firstly the person authorized to use the fleet card is responsible for safe custody of the card at all times. Thus leaving a card unattended in a vehicle would be dereliction of the card handlers responsibility. Secondly the fleet card is to be used for official and authorized purchases only.
The fleet card being a government initiative the USDA follows a policy to help and give greater opportunity to small disadvantaged persons of our society including women owned business. Thus card users are enjoined to acquire from these sources whenever possible. All records of a financial nature are to be kept for audit purposes for a period of three years. In addition these records would be available to all agencies for scrutiny and verification. Purchase card management systems (PCMS) records will be maintained for a minimum of three years in accordance with financial requirements for audit purposes. Agencies may use these records for audit purposes. Any fleet expenditure not made on the credit card should be entered into the property management system. In case required paper receipts can also be filed as a back up if desired.
The number of fleet credit cards issued by necessity is limited to those deemed necessary. However to cater for a lost or stolen card and also to cover fuel for motor vehicles only in emergency situations a pool card can be issued. Pool cards can be used for multiple fleet vehicles like all terrain vehicles, chainsaws, lawn mowers, etc positioned at the same place. In case of an emergency or urgent requirement new fleet credit cards can be applied for and are issued in seven to ten days. Orders for fleet credit cards are placed through the PCMS Fleet Card Account Maintenance Screens (FAMS). After the order is passed they are shipped to the local fleet coordinators office.The local fleet Coordinator will make a record of the cards received and issue them to authorized personnel. Fleet credit cards are now an accepted part of American life.
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