United States Department of Agriculture Office of Procurement

United States Department of Agriculture Office of Procurement and Property Management USDA Fleet Management Meeting Tuesday April 7, 2009

Agenda § Welcome and Opening Remarks § Access Online (Ax. OL) Setup Issues § Accounting Codes § Fleet Guides § CCSC Website Redesign § Communication Process § Mismatch Accounts § GSA Motor Vehicle Registration System and New Tag Process § MCCs § OMB Transportation Management Scorecard Update § Fleet Charge Card Policy § Fleet Charge Card Training § USDA Alternative Fuel and Fleet Efficiency Recognition Program § Fleet Charge Card Policy Certification § Fleet Charge Card Training and CLPs § Fed. Fleet 2009 – Chicago, IL § Questions 2 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Accounting Codes ØDefault Accounting Codes § All codes loaded for all agencies from FFIS CCAT Table into Access Online (Ax. OL) as of March 9, 2009. Ø Transaction Reallocation § Please check all transactions to ensure correct accounting § Reallocate all transactions with incorrect accounting codes ØAccounting Code Favorites Tool § Please DELETE any favorites that were stored prior to March 6, 2009 § Create new favorites using the updated accounting codes 3 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

CCSC Website Redesign: Home Page New blue color scheme 3 Card images link to each Card page Drop-down menu navigation for entire site Access to all Card Notices Access to important news Email link to CCSC support on all pages 4 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

CCSC Website Redesign: Fleet Card Page Card image placed in banner Enhanced navigation menu within Fleet Card Page; View : - News - Notices - Policy and Guides - Training - Points of Contact And more. . . Fleet Card now selected Fleet Card front and back image 5 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

CCSC Website Redesign: Newsroom Page News links grouped by Card line with the latest update displayed 6 Access older News in the Archive – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Mismatched Accounts Ø Processing vs. TBR Hierarchy § Processing hierarchy gives a user the ability to maintain their accounts according to their role. § TBR hierarchy gives a user the ability to view accounts and run reports according to their role. Ø Mismatch validation between the Processing Hierarchy and TBR hierarchy § Agent and TBR Level 4 must match USDA Fleet Hierarchy Matrix TBR Reporting Processing Contact Levels Hierarchy Level 1 00012 Level 2 01203 Level 3 AFPC Level 4 Agent (4) R/AFPC Level 5 Company (5) LFPC Level 6 Division (5) LFPC Level 7 Department (4) LFPC § Company and TBR Level 5 must match § Division and TBR Level 6 must match § Department and TBR Level 7 must match 7 Number – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

MCCs – Open as of 02/20/09 MERCHANT CODE 4111 4457 4468 4582 4784 5013 5172 5231 5251 5261 5499 5511 5521 5532 5533 5541 5542 5551 5561 5571 8 MERCH CAT CODE DESC COMMUTER TRANSPORT/FERRY BOAT RENTALS & LEASE MARINAS, MARINE SERVICE & AIRPORTS/TERMINALS/FIELDS TOLL ROAD OR BRIDGE FEES WHOLESALE VEHICLE PA WHOLESALE PETROLEUM/ GLASS, PAINT, AND WALLPA HARDWARE STORES LAWN & GARDEN SUPPLY STOR MISC. FOOD STORES/SPECIAL AUTO & TRUCK DEALERS, NEW AUTOMOBILE AND TRUCK DEAL AUTO AND HOME SUPPLY STOR AUTOMOTIVE TIRE STORES AUTOMOTIVE PARTS, ACCESSO SERVICE STATIONS AUTO GASOLINE DISPENSER BOAT DEALERS RECREATIONAL & UTILITY TR MOTORCYCLE DEALERS MERCHANT CODE 5592 5598 5599 5935 5983 7511 7513 7519 7523 7531 7534 7535 7538 7542 7549 7622 7699 8675 9700 9752 – USDA Charge Card Service Center– MERCH CAT CODE DESC MOTOR HOMES DEALERS SNOWMOBILE DEALERS MISCELLANEOUS AUTOMOTIVE WRECKING AND SALVAGE YARD FUEL DEALERS, OIL, WOOD TRUCKSTOPS TRUCK AND UTILITY TRAILER MOTOR HOME AND RECREATION AUTOMOBILE PARKING LOTS AUTO TOP/BODY REPAIR TIRE RETREADING/REPAIR PAINT SHOPS - AUTOMOTIVE REPAIR SHOPS CAR WASHES TOWING SERVICES RADIO/TV/STERIO RENTAL WELDING MISCELLANEOUS REPAIR SHOP AUTOMOBILE ASSOCIATIONS VISA AUTO REFERRAL S UK PETROL STATION USDA Fleet Management Meeting – Tuesday, April 7, 2009

MCCs – Additionally Open as of 3/31/09 MERCHANT CODE 4131 4214 4215 4789 5271 5399 5999 7033 7512 5051 5065 5198 5300 5309 5310 5311 5331 5964 7217 7623 7641 9 MERCH CAT CODE DESC BUS LINES MOTOR FREIGHT CARRIERS COURIER SERVICES TRANSPORTATION SERVICES MOBILE HOME DEALERS MISC GENERAL MERCHANDISE MISC & SPECIAL TRAILER PARKS/CAMPGROUNDS OTHER AUTO RENTALS WHOLESALE METAL SVC WHOLESALE ELEC PARTS WHOLESALE PAINTS/SUPPLIES WHOLESALE CLUBS DUTY FREE STORES DISCOUNT STORES DEPARTMENT STORES VARIETY STORES CATALOG MERCHANT CARPET/UPHOLSTARY CLEANING AC/REFRIGERATION REUPHOLSTERY & FURNITURE – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

MCCs – Pending/Under Review MERCHANT CODE 10 MERCH CAT CODE DESC MERCHANT CODE MERCH CAT CODE DESC 763 AGRICULTURAL CO-OPERATIVE 5732 RADIO/TV/STERIO STORE 1520 GENERAL CONTRACTORS - RES 5812 EATING PLACES, 1799 SPECIAL TRADE CONTRACTORS 7210 LAUNDRY, CLEANING, AND GA 3256 ALASKA AIRLINES 4011 RAILROADS 7211 LAUNDRIES - FAMILY AND CO 4215 COURIER SERVICES-AIR/GRND 7299 MISC PERSONAL SERVICES 4511 OTHER AIRLINES 7332 BLUEPRINTING/PHOTOCOPYING 5039 WHOLESALE CONSTRUCT 7394 EQUIPMENT RENTAL/LEASING 5046 WHOLESALE COMMERCIAL 7399 BUSINESS SERVICES - 5072 WHOLESALE HARDWARE/S 7524 EXPRESS PAYMENT/PARK LOT 5074 WHOLESALE PLUMBING/H 7629 ELECTRICAL/SMAL APPLIANCE 5085 WHOLSALE INDUST SUPP 7999 AMUSEMENT AND RECREATION 5099 WHOLESALE DURABLE GO 8734 NON-MEDICAL TESTING 5169 WHOLESALE CHEMICALS 8911 ARCHITECTURAL/ENGINEERING 5199 WHOLESALE NONDURABLE 9399 GOVERNMENT SERVICES-OTHER 5200 HOME SUPPLY WAREHOUS 9402 POSTAGE STAMPS 5211 LUMBER & BUILDING MATERIA 9702 GCAS Emergency Services – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009 RESTAURANT OTHER

Fleet Charge Card Policy ØDepartmental Regulation (DR) 5400 -006 : Use of the Fleet Charge Card and Alternative Payment Methods § Signed and published on OCIO website on March 6, 2009 ØWeb address: http: //www. ocio. usda. gov/directives/index. html 11 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Fleet Charge Card Training ØWeb-based Training (https: //wbt. access. usbank. com/) § Must register to access the USDA policy modules § Passwords as of April 6, 2009 • AFPC (Government A/OPC): utah • Drivers/Operators (Government Cardholders): ogden ØMicrosoft Office Live Meeting (MOLM) Training ØVISA Intellilink Training § Developing rollout plan with VISA and US Bank § Training similar to Ax. OL MOLMs 12 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Fleet Charge Card Policy Certification ØAll Fleet Program Coordinators were to be certified on DR 5400 -006 through WBT by March 15, 2009 ØSpreadsheet capturing policy certification and other fleet charge card training was due on March 30, 2009 ØDepartment has received information from 2 agencies ØIs more time needed? 13 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Fleet Charge Card Training and CLPs Ø Fleet coordinators may earn Continuous Learning Points (CLPs) for the fleet charge card training completed § MOLMs = 5 hours § All Fleet WBTs = ½ hour/module § Policy WBT = ½ hours § Classroom (AFPCs only) = 6 hours ØPMD sending out certificates for fleet charge card training to include CLPs earned 14 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Ax. OL Setup Issues ØAddresses associated with Ax. OL § Bank Hold Address is the address the fleet cards are shipped to § Managing Account Address is the same address as the Bank Hold address § POC Address • This should be the same address as the Bank Hold and Managing Account address; • Make sure to submit via fax the POC form for all new coordinators or changes for all current coordinators ØEmail addresses should always be the Governmentissued email address associated with that user 15 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Fleet Guides ØPMD developing two fleet guides § Detailed Reference Guide to encompass policy and system information that expounds on the US Bank Fleet Management Guide (not a duplicate of the US Bank guide) § Quick guide to highlight top four or five trouble spots ØContent based on § Agency input – still time to send requests § Frequently Asked Questions (FAQs) to PMD from coordinators § Trend analysis from Help Desk calls 16 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Communication Process Ø Communications flow up through the fleet coordinators to the Department and down from the Department to the Agencies § Departmental Program Manager (DPM) Department DPM Agency AFPC Region/ Area R/AFPC Local LFPC § Agency Fleet Program Coordinator (AFPC) § Regional/Area Fleet Program Coordinator (R/AFPC) § Local Fleet Program Coordinator (LFPC) Ø General questions can be sent to the CCSC email at ccsc@da. usda. gov 17 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

GSA Federal Motor Vehicle Registration System & New Tag Process ØFederal Motor Vehicle Registration System (FMVRS) – USDA Inventory § Approximately 32, 000 agency-owned vehicles § Uploaded approximately 23, 500 agency-owned vehicles § Working with Fleet Managers to reconcile erroneous data to finish remaining upload § After initial upload agencies will be responsible for maintaining inventory ØNew Tag Ordering Process § UNICOR § Recent Order of 3000 § Entire fleet must display redesigned tags by October 1, 2011. 18 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Transportation Management Scorecard ØUSDA 2008 Transportation Scorecard Status ØInternal Agency Scorecards Ø 2009 Planned Action Items § Private/Restricted Alternative Fuel Facilities § Agency partnerships for alternative fuel increase § Develop system for AFV waivers § Reorganize Transportation Work Group § Work with GSA for optimal AFV placement § Partner with the CCSC to adequately monitor fuel use. 19 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

USDA Alternative Fuel and Fleet Efficiency Recognition Program Ø Annual recognition program established, and backed by Executive Order 13423 2% Annual Petroleum Reduction & 10% Annual AF Usage Increase Ø Individual and Team Awards 10% Annual AFV Waiver Reduction Ø 7 Award Categories Special Initiatives and Projects Ø Dates: Fostering Partnerships Categories § December 15: Recognition Decisions AF and AFV Awareness and Outreach Activities § January 15: Distribute Recognition Awards Development of AF Infrastructure § November 1: Submit Nomination Requests Cost Savings 20 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Fed. Fleet 2009 ØChicago, Illinois ØJuly 27, 2009 – July 31, 2009 ØUSDA Session § Monday July 27, 2009 from 4: 00 – 5: 00 PM § Highlights of USDA Fleet Management issues § Smart Pay 2 updates 21 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009

Questions? ØThanks for your time! ØAdditional information on the Charge Card Service Center including News, Notices, POC Lists, Guides & Reference Material, Training Information can be accessed at http: //www. da. usda. gov/procurement/ccsc/ 22 – USDA Charge Card Service Center– USDA Fleet Management Meeting – Tuesday, April 7, 2009