Gasoline Credit Card
Responsible Officer: Vice President for Business Affairs and Controller
Sponsoring Department: Procurement Services
Revision Date: 18 April 2008
Errors or changes to: netsolutions@uta.edu
Contents
Procedure Objective
This procedure provides instructions for acquiring departmental gasoline credit cards, paying monthly departmental gasoline credit card charges, disputing invoices, and reporting lost or stolen cards. Guidelines and restrictions on the use of gasoline credit cards and requirements for fuel use reporting can be found in Office of Facilities Management procedures.
Rationale
The State of Texas Council on Competitive Government has entered into contracts to provide State of Texas agencies and institutions of higher education conventional retail fuel. The Council requires participation in this program. UT Arlington uses the Comdata fleet card. The card can be used at any retail gas station that accepts MasterCard. Comdata fleet cards may only be used for UT Arlington vehicles in accord with applicable procedures to purchase fuel, service or repairs.
Scope
This procedure applies to all UT Arlington departments who wish to acquire departmental gasoline credit cards
Website Address for This Procedure
Related Statutes, Policies, Requirements or Standards
| UT System Administration Policies and Standards | Other Policies and Standards |
|---|---|
|
UTS159, Purchasing
Board of Regents' Rules and Regulations, Rule 20901, Procurement of Certain Goods and Services |
UTA Vehicle Fleet Management Plan (Procedure 5-15) Texas Council on Competitive Government (Resource not found) (HOP ADM 5-2300) Texas Government Code, 2203.001 Reporting Use of State Vehicle; Penalties |
Contacts
If you have any questions about UT Arlington Procedure 4-27, Gasoline Credit Cards, contact the following departments:
| Subject | Office Name | Telephone Number | Email/URL |
|---|---|---|---|
| All topics in Procedure | Procurement Services | (817) 272-2194 | procurement_help@uta.edu |
| Website access | Net Solutions | (817) 272-0222 |
netsolutions@uta.edu
http://www.uta.edu/netsolutions |
Definitions
State of Texas Council on Competitive Government (CCG): A council created by the Texas Legislature in 1993 to facilitate efficient, cost-effective, and competitive government.
Responsibilities
Accounts Payable Department
- Receives and reviews monthly Comdata bill
- Distributes monthly departmental charges
- Generates payment documents to Comdata
Comdata
- Issues gasoline credit cards
- Receives reports of lost or stolen gasoline credit cards
- Receives calls regarding disputed invoices
Comdata Fleet Card User
- Understands and complies with rules for use of the Comdata fleet card
- Reports lost or stolen gasoline credit cards
Department Contact
- Reviews and approves departmental Comdata charges
Department Head
- Approves memorandum requesting departmental gasoline credit cards
Procurement Services
- Receives requests for departmental gasoline credit cards
- Maintains list of current departmental contacts
Procedures
Section I. Acquiring a Gasoline Credit Card
A memorandum requesting gasoline credit cards is signed by the requesting department head and sent to Procurement Services. The memorandum should include the number of cards desired, the account number from which charges will be paid, and the name of the departmental contact if that person is not the department head.
The gasoline credit cards will be assigned to a department rather than an individual.
Section II. Billing and Payment
The Comdata bill is received by Accounts Payable by the fifth day of each month. Accounts Payable separates the bill for each department having charges and determines the total charge to each department.
Departmental portions of each bill are faxed to the department contacts requesting review and approval of charges by a specified return date.
Upon approval by departmental contacts, Accounts Payable generates a payment document charging the designated departmental accounts.
Section III. Reporting Lost or Stolen Gasoline Credit Cards
To report a lost or stolen card call Comdata at (800) 282-7496.
Section IV. Disputing an Invoice
To dispute an invoice, complete the Comdata Corporation Dispute Processing Form (Form 4-17).
Section V. Termination of a Gasoline Credit Card
When and if the card is no longer required, send an email to Procurement Services at mcbrown@uta.edu requesting the card to be cancelled.
Forms and Tools/Online Processes
- Comdata Corporation Dispute Processing Form (Form 4-17)
Appendices
None