VOYAGER FLEET CARD PROGRAM

The purpose of this manual is to provide essential Fleet Card Program policies and procedures which must be adhered to by all CSUDH employees who participate in the Voyager Fleet Card Program. These procedures will assist with establishing controls and guidance that will help to prevent abusive Fleet Card practices, including but not limited to fraud and waste. Voyager is a Fleet Fuel Card program administered by US Bank.  The Fleet Fuel Card is designed specifically for low volume fuel purchases, car washes, and emergency vehicle related services.

The Voyager Fleet Card is accepted at all major fuel vendors throughout California. Departments may use the Voyager Acceptance Locator to find locations that accept the Voyager Fleet Card.

The Voyager Fleet Card will be specifically assigned to a designated fleet vehicle and must remain and be used strictly for that vehicle. To obtain a Voyager Fleet Card, the department responsible for overseeing a fleet vehicle should complete a Voyager Fleet Card Request Form. The request form must be approved by the department head and submitted to the Fleet Card Campus Program Administrator, p-card@csudh.edu. 

For questions on how to complete the form please contact the Fleet Card Campus Administrator.

Upon receipt of the new Voyager Fleet Card, the department administrator will be required to adhere to and sign a Fleet Card Agreement, which states user responsibilities.

The Approving Official is responsible for ensuring that campus vehicles and Voyager Fleet Cards are used for official campus business only. An Approving Official is defined as an employee with a classification of MPP, Department Head, Department Chair or Confidential Employee.

Approving Official accept responsibility for the protection and proper use of the Voyager Fleet Card and are liable for all charges made to the assigned card. In addition, the Approving Official is responsible for:

1. Completely reviewing and adhering to the Voyager Fleet Card Program Manual.
2. Ensuring all Voyager Fleet Card users adhere to the policies and procedures enclosed herein.
3. Ensuring that all cards are kept in a secured location, such as a locked cabinet, at all times. Do not keep the cards in an unattended vehicle.
4. Developing procedures for tracking who is using each card, and all purchases made with the Voyager Fleet Card.
5. Ensuring the Vehicle Gas Form is completed each time the card will be used, refer to Forms Section for the Vehicle Gas Form.
6. Ensuring the Voyager Fleet Card user(s) enter the vehicle's correct odometer reading when prompted at the gas pump.
7. Ensuring user(s) fuel vehicles with regular unleaded gasoline, unless vehicle manufacturer requires an alternative type.
8. Maintain all receipts for gasoline and authorized services. Photographed copies of receipts are acceptable for monthly reconciliations.
9. Monitor card usage to ensure charges are accurate and appropriate by reviewing and certifying monthly activity and expenditure reports.
10. Research and verify questionable and miscellaneous transactions.
11. Reconcile monthly billing to actual usage of the Voyager Fleet Cards. See Reconciliation Section for details.
12. Analyze and compare miles driven, tank capacity, and fuel purchases for potential misuse/abuse.
13. Investigate all exceptions to validate if the card has been misused. It is the responsibility of the Approving Official to take appropriate action according to university policy.
14. Safeguarding the Personal Identification Number (PIN) for the card. Do no share with other users or document in any way that would compromise use of the card if it was lost/stolen.
15. Report lost or stolen Voyager Cards immediately to US Bank Customer Service directly at (800) 987-6591, and the Fleet Card Campus Administrator as soon as possible.
16. Ensuring adherence to daily and monthly limitations on each card – no more than three transactions each day with a limit of $1,000 each month. Transactions over this amount will be rejected.

The Voyager Fleet Card can be used to purchase fuel and authorized services for designated University fleet vehicles. Voyager Fleet Cards are accepted at most major fuel vendors throughout California.

5.1          Program Control Measures

Program control measures require certain inputs from users when the card is being used. The following controls, separately, or in combination, will be encountered by the card user:

1. Personal Identification Number (PIN) entry
2. Odometer reading entry
3. Daily transactional limits
4. Monthly dollar limits

5.2          How to use the card at the gas pump:

1. If the gas station has readers located at the pump, you may use your Voyager Fleet Card at the pump. If there are no pump card readers, see the attendant inside to process your transaction.
2. Swipe your card at the pump card reader, Select "Credit". If the pump card reader will not read the card, take the card inside to the attendant to process the transaction electronically. If the attendant questions the card, show this guide and ask the attendant to follow the instructions.
3. The pump terminal will prompt you for the PIN.
4. Enter the assigned number and press "Enter".
5. If prompted, enter the odometer reading as a whole number. Always enter the correct odometer reading and press "Enter".
6. Provide the receipt to the department liaison for review and in order to complete monthly reconciliation of purchases.
7. If the attendant has any questions, present these instructions or ask them to call

800-987-6591.

Please note, some facilities do not accept cards electronically and have chosen to process transactions manually via phone or online using U.S. Bank Voyager TeleTrans. If this occurs please contact TeleTrans.