Change Management Office

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The DoD Fleet Card and the Aviation Into-plane
Reimbursement (AIR) Card Programs

• Change Management Office
• Business Modernization Team
• Defense Energy Support Center
• www.desc.dla.mil
• Presented by
• Deborah L. Van Kleef

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DoD Fuel Card ProgramsHosted by DESC
Aviation Fuel Ground Fuel
Ships Bunker Fuel
Coming 10/1/03
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RE-ENGINEERING LOCAL PURCHASE PROCESS
INTO-PLANE CONTRACT PAYMENTS
AVCARD ACCOUNT NUMBER - TAIL NUMBER UNIQUE
A00000
AVCARD/OASIS
12345 USA 09/02
TAIL NUMBER BRANCH OF SERVICE EXPIRATION DATE
WEB ADDRESS WWW.AVCARD.COM
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AIR Card Changes Toward Progress

• AIR Card eliminates cumbersome manual processing
  of local purchases, such as SF44s, AF Form 15 and
  AF Form 315s, submission of fund cites or cash
  payments
• AIR Card eliminates the need for US Embassy
  involvement, lowers risk of duplicate payments,
  provides electronic trail of expenditures
• First time oversight to worldwide non-contract
  purchases thru FES
• Enable DESC and customers to identify future
  contract locations and track consumption data -
  real time information
• AIR Cards issued to aircraft, not personnel
• Credit Card Processing contract awarded to Kropp
  Holdings, Inc., d.b.a. AVCARD, Hunt Valley,
  Maryland Winner of the 2001 DLA Business
  Alliance Award
• AVCARD electronically routes invoices, maintains
  transactional database, Overwrites customer
  updates, changes, deletions
• AVCARD pays the supplier for non-contract fuel
  purchases and invoices DESC for payment
  directly bills the home station for ground
  services

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AIR Card Benefits

• Accountability Aviation managers and planners
  can easily track fuel expenditures to manage
  flying hour programs
• Mission Oriented - Reduced paperwork burden for
  aircrews and vendors provides ease of service to
  DESC customers
• Get back to flying Mission time enhanced
• Discounted Fuel Program, savings off posted
  airport price is passed to customer. Total
  Savings since FY98 over 30.5M
• FY98 2.3 M
• FY99 6.3 M
• FY00 4.6 M
• FY01 7.4 M
• FY02 9.8 M
• FY03 3.1 M

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AIR Card Issues

• New forms created to replace current DD1898s
• Information available through applicable military
  service control points and DESC Fuels Enterprise
  System (FES Hub) Interfund bills standard
  pricing
• Continued contract expansion for Into-plane
  coverage/Point of Sale equipment
• Savings program - discounted product costs passed
  to customer FY02 9.8M
• FY02 - Consolidated payment of fuel invoices
  third tier standard price initiated.
• Consolidated filing of Federal Excise Tax
  reimbursements thru DFAS-Columbus
• Canadian exemption of Federal Taxes dont sign
  ticket w/taxes annotated. Inform refueler that
  YOU are EXEMPT.
• See DESC website at www.desc.dla.mil AVCARD web
  site www.avcard.com Call 1-800-AVCARD-1 for
  24 hour customer support

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DoD FLEET CARD

• DESC is the Program Management Office for the
  DoD Fleet Card
• DoD Fleet Card task order issued under GSA
  Smart Pay Master Contract is with US Bank/Voyager
• Provides for Fuel, Maintenance Emergency
  road side service
• Level 3 Invoice Data detailed Management
  Reports via Fleet Commander software
  Enrollment/Sign-up coordinated through the DESC
• Fuel Negotiations with major suppliers -
  ongoing benefit - all US Government Voyager
  cardholders
• Expanding card merchants AAFES, NEX, Visa
  overseas, taxes domestic maintenance providers,
  etc.
• Payment Procedures/Split Billing
  guidance/Focal points to be posted via the DESC
  web

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FLEET CARD ISSUES

• Split Billing FY02 Interfund process _at_ 1.43
  per USG
• Army/AF September 02
• USN/USMC April 02
• Fuels Enterprise System (FES) Interface
  DESC/DFAS-CO
• Invoice(obligation/certification/split billing
  fuel v.s. services/product codes/standard price
  for ground fuel).
• GSA leased vehicles draft Memorandum of
  Understanding
• VILKEYS(coded errors rejects-confiscate
  Vilkey, recall).
• Fleet Commander software available to customers
  management tool to monitor fleet and
  maintenance purchases fraud detection tool,
  reports, queries, Level III data.

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U.S. Government AVIATION INTO-PLANE REIMBURSEMENT
(AIR) CARD DoD Fuel Processing
AIRCRAFT LANDS AT COMMERCIAL AIRPORT
ACC SEPARATES CONTRACT FUEL PURCHASES FROM
NONCONTRACT FUEL PURCHASES AND GROUND SERVICES
FBO FORWARDS SALES INFORMATION ELECTRONICALLY,
OR BY MAIL, OR BY FAX TO THE ACC
AIRCRAFT RECEIVES
FUEL/SERVICE FROM FIXED BASE OPERATOR
ACC SUMMARIZES AND FORWARDS CONTRACT FUEL LIFT
INFORMATION ELECTRONICALLY TO DESC MINICOMPUTER
CONTRACTOR SWIPES, IMPRINTS, OR HAND-SCRIBES
CUSTOMER ID INFO FROM AIRCARD AND RECORDS
DETAILS OF FUEL PURCHASE ON COMMERCIAL RECEIPT
FILE IS FORWARDED TO DEFENSE MEGA CENTER _at_
DFAS COLUMBUS PAYMENT SYSTEM (AVEDS) PROCESSES
PAYMENT TO CONTRACTOR AND PASSES CUSTOMER LIFT
DATA TO DFAMS

PILOT SIGNS RECEIPT AND RETAINS COPY FOR
ACCOUNTING OBLIGATION/ RECONCILATION
DoDAAC/FedAAC ESTABLISHES OBLIGATION FOR
PURCHASES LISTED ON PILOTS COPY OF TICKET
OBLIGATION CLEARS REIMBURSES STOCKFUND

DFAMS BILLS PILOTS DoDAAC

ACC AIR CARD CONTRACTOR
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U.S. GOVERNMENT AVIATION INTO-PLANE REIMBURSEMENT
(AIR) CARD Non-DoD Aircraft or Ground Services
Process
AIRCRAFT LANDS AT COMMERCIAL AIRPORT
FBO FORWARDS SALES INFORMATION ELECTRONICALLY,
OR BY MAIL, OR BY FAX TO THE ACC
ACC SEPARATES CONTRACT FUEL PURCHASES FROM
NONCONTRACT FUEL PURCHASES AND GROUND SERVICES
AIRCRAFT RECEIVES
FUEL/SERVICE FROM FIXED BASE OPERATOR
SUPPLIER SWIPES, IMPRINTS, OR HAND-SCRIBES
CUSTOMER ID INFO FROM AIRCARD AND RECORDS
DETAILS OF FUEL/SERVICES ON COMMERCIAL RECEIPT
ACC PAYS SUPPLIER DIRECTLY FOR NON CONTRACT
FUEL AND GROUND SERVICES ACC BILLS DoDAAC/FedACC


PILOT SIGNS RECEIPT AND RETAINS COPY FOR
ACCOUNTING OBLIGATION/ RECONCILATION
DoDAAC/FedACC ESTABLISHES OBLIGATION FOR
PURCHASES LISTED ON PILOTS COPY OF TICKET
OBLIGATION CLEARS AND PAYS ACC
Air Force Fuel Purchases File sent from ACC to
San Antonio DoDAAC. S.A. configures
Billable Amounts, and sends to Denver. Denver
Bills AF Customers only. Billing is at Third Tier
Standard Prices
Army and Navy Receive Hard Copy bills at Cost
ACC AIR CARD CONTRACTOR
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Fuel PurchasesTransaction Visibility On FAS
Enterprise Server

• DOD Purchase Locations
• Process to FES 1027, FES 02 sites
• Visible in the FES usually within minutes of
  processing
• Commercial Non-Contract Locations
• Processed to the FES via file feed from AVCARD
• File feed normally each day--Visible in FES
• Commercial Contract Locations
• Processed via AVEDS to DFAMS
• Visible in DFAMS (Transaction Detail Posted to
  the DESC Web Page)
• FES Visibility ETIC for Program Action
  completionJun 03

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Commercial Purchases

• Customer database managed by AVCARD
• Fuel Purchases / Transaction Processing
• AVCARD Splits out fuel purchases from other
  services
• FLOW Process AVCARD to FES to DFAMS
  (Non-contract)
• AVCARD to AVEDS to DFAMS (Contract)
• Non-fuel items AVCARD bills customer direct
• AVCARD bills DESC direct for fuel portion of
  bill only
• DESC bills customer via interfund at DESC Std
  Price
• DESC Standard Price for Commercial Purchases FY
  03
• Contract (IP8, IA1, IAB, IAA) Non-Contract (NAA,
  NAB, NA1)
• .93 1.66

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Questions / Discussion