County of Monterey Voyager Fuel Card Policy
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1 County of Monterey Voyager Fuel Card Policy
2 THE COUNTY OF MONTEREY VOYAGER FUEL CARD POLICY Table of Contents I) Introduction 1 II) Purpose 1 III) Policy 1 IV) Procedures 1 Acceptable Uses of the Voyager Fuel Card 2 Unacceptable and Prohibited Uses of the Voyager Fuel Card 2 User Department Responsibilities 2 o Designate Authorizing Officials 3 o Approve Voyager Cards 3 o Review Usage Reports for Accuracy 3 o Suspected Abuses 3 o Cancellation of Card Services 3 Attachments: Voyager Fuel Card Department Authorization Form Voyager Fuel Card Request Form Voyager Fuel Card Cancellation Form Acknowledgement of Receipt/Understanding of the County of Monterey Voyager Fuel Card Policy
3 RETAIN UNTIL SUPERCEDED THE MONTEREY COUNTY VOYAGER FUEL CARD POLICY I) INTRODUCTION The Public Works Department Fleet Management Division maintains fuel sites at the following locations: Monterey County Courthouse, 1200 Aguajito Road, Monterey Toro Park Vehicle Maintenance Facility, Monterey-Salinas Highway Lake San Antonio, South Shore Maintenance Yard San Lorenzo Park, 1160 Broadway Drive, King City Salinas Vehicle Maintenance Facility, 855 East Laurel Drive, Salinas In order to provide fueling options when these sites are not readily available, the County of Monterey has entered into an agreement with Voyager Fuel Cards to provide access to commercial fueling sites throughout the state. II) PURPOSE The purpose of this policy is to ensure that the Fleet Management Division of the Public Works Department is able to provide an efficient system for providing fuel at an economical cost to the County. III) POLICY It is the policy of Monterey County to provide fuel for County vehicles deemed necessary by the Fleet Manager in accordance with this policy. The Voyager Fuel Card Policy will provide County departments and drivers of County owned vehicles with guidelines to obtain fuel and services while using County owned vehicles. It is the objective of Public Works Fleet Management Division to provide the best vehicle fuel and services to County employees using County owned vehicles. The Public Works Fleet Management Division maintains vehicle fuel sites in Salinas, Monterey, Toro Park, Lake San Antonio and King City. It is the policy of the County that all County owned vehicles will be fueled at these sites whenever possible. IV) PROCEDURES If an employee cannot readily access these facilities, they may, with the approval of their department, be issued a Voyager Fuel Card. The issuance of the card provides the ability to fuel at commercial service stations throughout the state.
4 Voyager Fuel Card Policy Page 2 of 3 All costs associated with use of the Voyager Card will be billed or charged back to the user s department on a monthly basis. The Public Works Department Fleet Management Division shall handle the issuance and monitor the usage of all Voyager Cards. ACCEPTABLE USES OF THE VOYAGER FUEL CARD The following are acceptable uses of the Voyager Fuel Card: Purchase of REGULAR unleaded fuel or diesel fuel outside of Monterey County. Emergency Road Service: Fleet Management (your first contact for out of local area assistance) (831) /4944 During Duty Hours (831) Dispatch After Duty Hours California Towing (Salinas) (831) Salinas Auto Center (Salinas) (831) Miller s Towing (King City) (831) (831) Emergency (831) Cell UNACCEPTABLE AND PROHIBITED USES OF THE VOYAGER FUEL CARD The following are unacceptable and prohibited uses of the Voyager Fuel Card: Purchase of fuel within Monterey County Purchase of car washes Purchase of food and/or drinks Purchase of oil, filters, and other items/services associated with vehicle maintenance. Use of the Voyager Fuel Card for any of the above services is unacceptable. Employees who abuse the use of the Voyager Fuel Card shall have their card(s) and privileges revoked at the discretion of the Fleet Manager. Continued abuse of the Voyager Fuel Card could result in disciplinary action, up to and including termination. USER DEPARTMENT RESPONSIBILITIES The user department shall have certain responsibilities in connection with this policy. These responsibilities include:
5 Voyager Fuel Card Policy Page 3 of 3 Designate Authorizing Officials - The Department Head shall designate authorizing officials for their department by completing and submitting a Voyager Fuel Card Department Authorization Form to the Fleet Management Division for approval and processing. Approve Voyager Fuel Cards - The department s designated authorizing official shall approve and apply for Voyager Fuel Cards for employees traveling outside of Monterey County on County business by completing and submitting a Voyager Card Request Form to the Fleet Management Division for approval and processing. Review Usage Reports for Accuracy - The Fleet Management Division shall forward monthly usage statements to each department. Questionable usages will be highlighted for department review. The department is responsible for reviewing the usage reports and reconciling employee usage against receipts. Suspected Abuses - If a department suspects that abuses may be occurring, the Department Vehicle Coordinator shall notify the Fleet Management Division immediately. If Fleet Management identifies a potential abuse, the department shall assist in obtaining documentation from the employee to support the usage of the card. Cancellation of Card Services - Upon an employee s retirement or termination of employment, the authorized department official shall complete and submit a Voyager Fuel Card Cancellation Form to the Fleet Management Division for processing. The card(s) will be cancelled within 24 hours (weekdays). Ensure the employees and volunteers sign an Acknowledgement of Receipt/Understanding of the County of Monterey Voyager Fuel Card Policy stating they have received, read, have had the opportunity to obtain answers to any questions they may have had regarding the meaning and interpretation of the policy and procedures. Ensure the executed statement of acknowledgement is kept on file in the department. The Voyager Fuel Card Policy and Voyager Fuel Card forms are available on the Public Works Department website.
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