Procedure 4-27

Gasoline Credit Card

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Procurement Services

Revision Date: 06 May 2015

Errors or changes to: aim@uta.edu

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 US Bank Voyager fleet card. The card can be used at any retail gas station that accepts Voyager. US Bank Voyager fleet cards may only be used for UT Arlington vehicles in accordance 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

Contacts

If you have any questions about this procedure, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedureProcurement Services817-272-2194procurement@uta.edu
Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

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 US Bank Voyager bill
  • Distributes monthly departmental charges
  • Generates payment documents to US Bank Voyager
US Bank
  • Issues gasoline credit cards
  • Receives reports of lost or stolen gasoline credit cards
  • Receives calls regarding disputed invoices
Voyager Fleet Card User
  • Understands and complies with rules for use of the Voyager fleet card
  • Reports lost or stolen gasoline credit cards
  • Reports a disputed invoice
Department Contact
  • Reviews and approves departmental US Bank Voyager 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
  • Reports lost or stolen gasoline credit cards to US Bank Voyager
  • Disputes an invoice with US Bank Voyager

Procedures


Section I. Acquiring a Gasoline Credit Card
  1. 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 cost center/project ID number from which charges will be paid, and the name of the departmental contact if that person is not the department head.

  2. The gasoline credit cards will be assigned to a department rather than an individual.

Section II. Voyager Merchant Locations

Voyager has over 21,000 fueling and 3,600 maintenance locations in Texas. Individual cities or counties coverage can be researched online at the following link:

https://www.fleetcommanderonline.com/app/public/merchantLocator.do

Section III. Billing and Payment
  1. The US Bank Voyager bill is received by Accounts Payable each month. Accounts Payable separates the bill for each department having charges and determines the total charge to each department.

  2. Departmental portions of each bill are faxed to the department contacts requesting review and approval of charges by a specified return date.

  3. Upon approval by departmental contacts, Accounts Payable generates a payment document charging the designated departmental cost center/project ID.

Section IV. Reporting Lost or Stolen Gasoline Credit Cards

If the gasoline credit card is lost or stolen, the Voyager Fleet cardholder must notify Procurement Services immediately.

Section V. Disputing an Invoice

To dispute an invoice, contact Procurement Services immediately.

Section VI. 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

None

Appendices

None