Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.37
New 2-10
Purchasing Services
335-3541

Fuel Credit Cards

PDF link

OVERVIEW

Washington State University has implemented a fuel card system provided by a contract with the Comdata Corporation. Authorized University departments and personnel may use a University-issued fuel credit card at any retail gas station that accepts MasterCard. Fuel credit cards are to be used to fuel University-owned vehicles and equipment only.

This section provides requirements and procedures regarding obtaining and using WSU fuel credit cards.

Scope

This procedure applies to all University units which require credit cards for commercial fuel purchases for University-owned vehicles. NOTE: Gasoline and diesel are prohibited purchases for the WSU Purchasing Card. (See 70.08.) The WSU Comdata fuel credit card is the only WSU-issued card that may be used to purchase fuel for University-owned vehicles and equipment.

Allowable Purchases

Fuel Purchases

The card may be used to purchase diesel or gasoline fuel. Fuel card users may purchase regular unleaded fuel only for passenger cars, vans, and small trucks. Mid-grade unleaded fuel is an allowable purchase for medium- and heavy-duty trucks and trucks from model years 2000 and earlier.

Within reason, card users are to strive to obtain the best value available. To locate fuel stations which accept the Comdata card and to check fuel prices in any geographic location, fuel card custodians may access the iConnectData website at:

http://iconnectdata.com

Emergency Roadside Assistance

The card may be used to pay for emergency roadside services, e.g., towing, tire changes, and battery jumps. To arrange for such services, telephone 800-282-7496. NOTE: Drivers of WSU Pullman Motor Pool vehicles must contact Motor Pool to arrange for emergency assistance; 509-335-9000. (See 95.35.)

The driver's department is responsible for paying the cost of the emergency roadside services.

Routine Maintenance

In order to purchase routine maintenance services, e.g., car washes and oil changes, the card must have approved special limits allowing such purchases. See below.

CONTACTS

Contact the applicable departments below regarding questions about this section (95.37):

WSU Comdata Fuel Card Program

Purchasing Services; telephone 509-335-3541; e-mail purchasing.card@wsu.edu.

Invoices

Accounts Payable; telephone 509-335-2060.

PROCEDURES

Acquiring a Fuel Credit Card

Application

To obtain a fuel credit card, the department completes and submits a Fuel Card Application form to Purchasing Services. To obtain the application form, complete and/or print the master on 95.37.9.

NOTE: If the department maintains a separate fuel charge card for each vehicle, the fuel card custodian orders a new fuel card when the department acquires a new vehicle.

Purchasing Services forwards a copy of the completed application form to Accounts Payable. Accounts Payable maintains the application copy to verify the approving official signature for the department's fuel card purchases.

Card Owner

Fuel credit cards are issued in the department's name, rather than an individual employee's name.

Card Custodian

The department delegates an employee to serve as fuel card custodian. See below.

Card Options

Fuel credit cards are available in two usage types: vehicle cards and generic cards. The department indicates the type of card under Fuel Card Use Options on the form.

Vehicle Card

A vehicle card is authorized for fuel purchases for a single University-owned vehicle. The card is engraved with the vehicle license number.

Generic Card

A generic card may be used to purchase fuel for any University-owned vehicle or gas-powered equipment operated by department personnel.

Purchase Limits

The standard purchase limits for WSU fuel credit cards are:

Special Limits

The department may request any of the following special purchase limits for a fuel card:

PIN Number

Each WSU Comdata fuel credit card is assigned a personal identification number (PIN number), which functions as the security code. Purchasing Services assigns the PIN number.

Driver Number

Each card user is assigned a driver number, which functions as identification of the fuel purchaser. The department assigns a number limited to six digits for each driver. The driver number substitutes for the odometer reading at the gas pump. See below under "Completing Purchases."

Default Budget Coding

The department assigns each card with default budget coding (budget/project). All fuel expenses charged on the card are allocated to the assigned budget coding, unless the department provides alternate coding to Accounts Payable on an exception basis.

Fuel Card Custodian Agreement

The delegated fuel card custodian attends training and signs agreement to the terms of the WSU Fuel Card Custodian Agreement. The fuel card custodian must notify Purchasing Services if the card custodian responsibilities are transferred to another employee.

Complete and/or print the form master on 95.37.10 to obtain copies of the agreement. Attach a listing of all fuel credit cards assigned to the department. To obtain the assigned card listing, the card custodian or Purchasing Services runs a Comdata Card Listing report from the iConnectData website at:

http://iconnectdata.com

Using the Card

The fuel card user may purchase fuel from any commercial station accepting MasterCard. The card works at the pump or any other point of sale terminal operated by a commercial fuel station. In the state of Washington, nearly 1,800 stations accept the Comdata card.

WSU Comdata card transactions are financial commitments for which the University is liable. Personal purchases are strictly prohibited. Fuel card users are to purchase fuel with the Comdata card for University-owned vehicles and equipment only.

Completing Purchases

At the point of sale, the fuel credit card user is required to:

Billing and Payment

Department Card Custodian

By the fifth day of each month, the card custodian runs a Comdata Reconciliation Report. To obtain the report, the card custodian logs into the following website:

http://www.mansfieldoil.com

NOTE: The Mansfield Oil company manages the billing process for Comdata transactions.

The card custodian may refer to Appendix 1 on 95.37.11-12 for log-in and report access procedures.

The card custodian reconciles the receipts submitted by departmental fuel card users to the charges listed on the transaction report. The card custodian may dispute unrecognized charges.

Documenting Transaction

The fuel receipt is required. If no receipt is available, the card custodian runs a Transaction Detail Report. To obtain the report, go to the iConnectData website at:

http://iconnectdata.com

See Appendix 2 on 95.37.13-14 for instructions for obtaining the Transaction Detail Report.

Disputing a Charge

To dispute a charge, the card custodian completes the Comdata Dispute Processing form. To obtain the form, go to the iConnectData website at:

http://iconnectdata.com

Approval

When the card custodian completes the reconciliation, he or she submits the Comdata Reconciliation Report to the fuel card approving official for review and approval. The approving official signs to indicate approval of the charges.

If the approving official approves the listed charges, the card custodian:

Approval notification is due by the tenth day of each month.

The fiscal manager reconciles the transactions to the online BALANCES or the budget statement and retains the signed Comdata Reconciliation Report and associated receipts in accordance with the stated records retention period. See 90.01.

Charge Payments

By the 15th day of each month, Accounts Payable is obligated to pay for all University fuel card transactions for the previous month. Accounts Payable uses the default budget coding to allocate fuel card expenses if the card custodian does not provide the required notification.

Monitoring and Audit

The use of WSU Comdata fuel credit cards issued to a department is to be monitored by the fuel card custodian and the approving official and is subject to audit.

Reporting Lost or Stolen Fuel Credit Cards

To report a lost or stolen card, the fuel card user must call Comdata toll-free; telephone 866-662-3535. Comdata cancels the card immediately. The card user must also notify the fuel card custodian.

Comdata issues a replacement card which is available for pickup at Purchasing Services approximately five days after cancellation of the lost or stolen card.

Non-Pullman Department

For a non-Pullman department, Purchasing Services receives the replacement card from Comdata and sends the card to the applicable card custodian.

Termination of a Fuel Credit Card

When and if the card is no longer required, the department must send an e-mail message to Purchasing Services requesting cancellation of the card. Send the e-mail to:

purchasing.card@wsu.edu

After Purchasing Services confirms the cancellation, the card custodian destroys the card.

Misuse or Mismanagement of Fuel Credit Cards

The University may take any or all of the actions below for misuse or mismanagement of WSU fuel cards:

Accounts Payable or Purchasing Services may issue copies of written warnings to the responsible department chair and/or to the Office of Internal Audit.

RESPONSIBILITIES

Accounts Payable

Accounts Payable is responsible for:

Comdata Corporation

Comdata Corporation is responsible for:

Fuel Credit Card User

The fuel credit card user is responsible for:

Department Fuel Card Custodian

The department fuel card custodian is responsible for:

NOTE: The department is responsible for ensuring that Purchasing Services and Accounts Payable are notified of any change to the departmental fuel card custodian.

Department Fuel Card Approving Official

The department fuel card approving official is responsible for:

Department Chair or Director

The department chair or director is responsible for approving applications for departmental fuel credit cards.

Purchasing Services

Purchasing Services is responsible for:

APPLICABLE AGREEMENTS, POLICIES, AND PROCEDURES

For further information, refer to the following:

https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=06507

See the PDF forms:
95.37.9: Fuel Card Application
95.37.10: Fuel Card Custodian Agreement
Complete and/or print as needed.

Also see the PDF Appendices:
95.37.11-12: Appendix 1: Comdata Reconcilation Report Instructions
95.37.13-14: Appendix 2: Comdata Transaction Detail Report Instructions
Print as needed.