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Order
Subject
Federal Highway Administration Motor Vehicle Management Manual - Chapter 7
Classification Code  
M4340.1A    

CHAPTER 7.  GOVERNMENT CREDIT CARDS FOR FLEET USE

  Par.

  1. What are the procedures for the use of the Federal Government Credit Card assigned to Federal Government motor vehicles?

  1. What are the procedures for the use of the Federal Government Credit Card assigned to Federal Government motor vehicles?
    1. Leased motor vehicles
      1. The primary source for services for leased Federal Government motor vehicles is through cross-servicing arrangements with other Federal Government agencies and the use of the GSA Smart Pay Fleet Charge Card, which is authorized by contracts awarded under GSA SmartPay Program.  The GSA supplies a Smart Pay Fleet Charge Card with all new leased motor vehicles.  The card is unique for each car bearing its license plate number.  The GSA Smart Pay Fleet Charge Card shall be used to obtain services and supplies at selected service stations.  All major oil companies accept the card.  If a service station does not accept the card, employees should call one of the two "Maintenance Authorization" telephone numbers listed on the reverse side of the GSA Smart Pay Fleet Charge Card.  Citibank will give the vendor a MasterCard authorization.  The vendor will accept this.  Drivers may use a GSA Smart Fleet Charge Card specifically issued for fueling.  These cards are also designed to collect motor vehicle data (such as vehicle tag number, its duty location, the number of gallons of fuel purchased, and the date of purchase) at the time of purchase.  Where appropriate, State sales and motor fuel taxes are deducted from fuel purchases by the fleet charge card services contractor before FHWA is billed.  The GSA contractor issued fleet charge card is the only Federal Government-issued charge card that may be used for GSA-leased fleet motor vehicles.  The Federal Government small purchase credit card does not collect motor vehicle data for amounts less than $2,500.00 nor does it deduct State sales and motor fuel taxes.
      2. If maintenance or repairs will exceed $100, the employee operating the motor vehicle should contact the Maintenance Control Center (MCC) at  1-888-622-6344 for pre-approval.  Also, purchases of batteries, tires, and glass must always be authorized prior to purchase, regardless of cost.
      3. If the vendor will not accept the GSA Smart Pay Fleet Charge Card for the purchase of supplies and services, GSA regulations permit the vendor to send an invoice directly to the GSA Payment Center:   
        GSA Payment Center
        529 West Felix Street
        Building 40
        Ft. Worth, TX   76115
        The vendor should be instructed to include on the invoice:  
        (a) the Federal Government tag number of the vehicle,  
        (b) the odometer reading at the time of the service, and  
        (c) the reason why the GSA Smart Pay Fleet Charge Card was not used.  
      4. If an employee must pay by cash or personal credit card, obtain a receipt for each purchase and verify the accuracy of all charges.  Field employees should present or forward the receipt to the servicing FMC as soon as possible and include the following information: (a) vendor's name and address,
        (b) date of service,
        (c) Federal Government tag number of the motor vehicle,
        (d) odometer reading at the time of service,
        (e) itemized charges,
        (f) reason why the GSA Smart Pay Fleet Charge Card was not used, and
        (g) employee signature verifying the accuracy of all pertinent information and charges.  
    2. FHWA-owned motor vehicles.  For FHWA-owned motor vehicles, use the Bank One credit card.  Offices that buy cars and trucks should send requests for license plates and a matching Bank One credit card to HAIM-22.  Bank One credit cards can be used for fuel and vehicle repairs.  Each field office pays for card charges from its own general operating expenses.
Page last modified on October 19, 2015
Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000