Procurement Procedures - Chapter 14: Fuel Card Program Procedures

FC 1 - Introduction

The Hillsborough County (County) Fuel Card Program (FCP) is designed to provide a payment method for fueling County vehicles and equipment at commercial and retail motor fuel stations. Procurement Services through the PCard Administration administers the FCP utilizing the State of Florida contract.

FC 2 - Card accounts and authorized use

County-issued fuel cards¹ are designated “Fleet Card – For Official Use Only” and are clearly marked with the employee's name or purpose, account name, department account number, card account number, and expiration date. Cards are strictly for authorized County fuel purchases on County owned vehicles². PERSONAL USE IS STRICTLY PROHIBITED. Employees take possession of their cards after Fuel Card Training unless otherwise permitted, with usage restricted to the named cardholder or employees with a driver identification number tied to the master account. The cardholder or requesting department (RD) coordinator is responsible for retrieving cards from PCard Administration, while the coordinator oversees proper distribution.

Fuel cards are issued to employees to purchase fuel or designated for emergency fuel purchases during declared emergencies. Cardholders take possession of their cards after attending department fuel card training and signing a Fuel Card Standard Agreement.

Usage is restricted to the named cardholder or employees with a driver identification number tied to the account.

FC 2.1 - New accounts

Requests for new accounts must be approved by the RD Director using a New Request form on COIN. The form must be emailed to PCardAdmin@HCFL.gov and include the approved County Vehicle Fuel Procurement (FM-01) and signed Fuel Card Standard Agreement. The signed Agreement will affirm the Cardholder has taken the appropriate training.

FC 2.2 - Changes to account

Requests for changes to card accounts, including cardholder transfer to another department, must be submitted by the RD Director using a Change Request form on COIN. The form must be e-mailed to PCardAdmin@HCFL.gov .

FC 2.3 - Renewal or replacement cards

Upon receipt of renewal or replacement cards PCard Administration will notify the cardholder and coordinator. Either the cardholder or the coordinator must pick up the cards from Procurement Services. The coordinator is responsible for proper distribution. Prior to distributing a renewal or replacement card, the existing card must be presented to PCard Administration.

FC 2.4 - Card limits

All Cards are restricted to no more than 3 purchases per day with a maximum total cumulative purchase of $250.

FC 3 - Responsibilities

FC 3.1 - PCard Administration

The PCard Administration assumes overall responsibility for administering the FCP, including establishing procedures, providing training to RD coordinators, and monitoring card usage. PCard Administration also investigates alleged procedural violations, and when necessary, cancel or revoke purchasing authority for noncompliance.

FC 3.2 - Requesting department director

RD Directors are responsible for designating a coordinator using the OnBase eForm and approve new or change card or role requests via the eForm. Directors must ensure staff adheres to FCP Procedures, and that payments are made before the statement due date.

FC 3.3 - Requesting department coordinator

The RD coordinator acts as the liaison with Procurement Services, submits new or changed card requests, provides fuel card training, disputes charges in the Wex online portal, and informs cardholders of program updates. Responsibilities also include managing expired and renewal cards; downloading monthly statements; notify PCard Administration for cardholders on extended leave; and creating, monitoring, and processing payment requests against approved Oracle Cloud release Purchase Orders. To keep department cards active with Wex Bank, payments must be issued before statement due date. Late payments are subject to Wex Bank suspending all department cards.

FC 3.4 - Cardholder or driver

Cardholders/Drivers must protect the card from loss or theft and secure the account. At the point-of-sale cardholders/drivers must swipe at the pump and enter the driver identification number and property control number; or employee identification number if filling a fuel can. Never pay at the register under any circumstances. Cardholders/Drivers must obtain point-of-sale receipt for all purchases and provide to the RD coordinator.

1. Lost, stolen, or fraudulent activity
• If a card is lost, stolen, or compromised by fraud, immediately notify Wex at (866) 627-8039 and report stolen cards to the appropriate law enforcement agency. If in unincorporated Hillsborough County, call the Sheriff’s Office at (813) 247-8200; if in the City of Tampa, call (813) 231-6130; and If within a municipality, call the police department of that municipality. Ensure details are provided to the Emergency Complaint Writer and obtain a report number. Cardholder or coordinator must e-mail PCard Administration at PCardAdmin@HCFL.gov within one (1) business day of discovery.
2. Receipt not available
• The Cardholder or driver must submit a memorandum, approved by the RD Director, with a complete detail of the purchase and state the reason the receipt is not available.

FC 4 - Violations

FC 4.1 - Policy

Violations of FCP Procedures are reviewed and documented by PCard Administration, with actions determined based on the type and severity of the violation as listed under FC 4.5, and the cardholder’s violation history. PCard Administration may deactivate³ card accounts during the review process and impose punitive actions listed under FC 4.3 and FC 4.4, with concurrence from the Director of Procurement Services. Violations may be reported to the RD’s Executive Team Member, the Director of Human Resources, or the Board of County Commissioners (Board). The decision of the Director of Procurement is final.

FC 4.2 - Procedures

PCard Administration reviews and documents violations of FCP Procedures. PCard Administration has the authority to deactivate a card through the review process. Violations may be reported to the RD’s Executive Team Member, the Director of Human Resources, or the Board. The decision of the Director of Procurement is final.

Noncompliance with the actions outlined in the Violation Report may result in further measures per FC 4.3and FC 4.4. PCard Administration tracks all Violation Reports and may present quarterly summaries to the Board.

FC 4.3 - Punitive actions

Violations may result in any one or more of the following punitive actions:

1. Three (3) month Fuel Card suspension ⁴
• Card’s spend profile is changed to zero for three months
2. Six (6) month Fuel Card suspension
• Card’s spend profile is changed to zero for six months
3. Cancel Fuel Card
• Card closed for a minimum of a year
4. Revoke Fuel Card
• Card permanently closed
5. Discipline in accordance with the County Administrator Procedures Manual, Employee Counseling and Progressive Discipline

FC 4.4 - Additional violation impositions

The cardholder may be required to:

1. Obtain a credit from the vendor.
2. Reimburse the County for non-approved purchase(s). Such purchase(s) would then become the employee’s property.
3. Be subject to legal action by the County

FC 4.5 - Punitive action by violation

FC 4.6 - Card reconsideration request process

A Fuel Card Reconsideration Request applies to reinstating a canceled card. The RD must complete a New Request Form and submit a memorandum from the Director with supporting details to PCardAdmin@HCFL.gov . The Director of Procurement will approve or deny the request, and PCard Administration will either process the reinstatement if approved, or provide a copy of the denial to the RD Director. If approved, the cardholder must retake training before receiving the card. Any subsequent violation following reinstatement will result in permanent revocation. The decision of the Director of Procurement is final.

FC 5 - Declared emergency program procedures (fuel card)

See Chapter 9 (Emergency and Non-Competitive Procurement), Section EM 5.

FC Notes

Cards must strictly adhere to Administrative Directive #FM-01

Never use the Fuel Card for fuel on privately owned vehicles

Deactivate: This is when a card’s spend profile is changed to zero during an violation review

Suspension: This is when a card’s spend profile is changed to zero for a defined period of time (i.e., three (3) months or six (6) months)