Fire Management 2022 Program Guide
An employee may be presented with situations when personal credit cards, State travel cards or State Purchase Visa Cards (P-Card) are used for vehicle operations. There are separate processes and limits on rental and fuel reimbursement. • If you have trouble using the Fleet Card for an agency vehicle, call the Department of Technology Services (DTS) Help Desk 1-800-678-3440. They will create a ticket for the fuel department. If you paid for the fuel yourself, fill out the Reimbursement form found at: (https://fleet.utah.gov/fleet-forms/) - for QR code see 3.18 on page 138, under the Fuel Network dropdown. The Fleet reimbursement form is only used when personal funds are expended on agency vehicles. • Fuel and fluids purchased with your own funds for rental vehicles will be reimbursed through a state travel reimbursement request. • P-Cards with Merchant Category Codes (MCC) code approval for fuel purchases could be used to fuel State vehicles in rare circumstances. The DFO has no formal process to reimburse FFSL for fuel purchased on a P-Card. Special arrangements need to be negotiated with Anne Stehno (DFO) for a credit based on mileage fees paid. Anne Stehno will honor a reimbursement only when the traveler is on a fire assignment and no Fleet Card/Wex site was available. The traveler must provide a copy of all receipts and P-Card log with explanation. FFSL is not guaranteed a reimbursement. • P-Cards with MCC code approval for fuel purchases may be used on rental vehicles. DFO will not reimburse fuel purchased for rentals that are temporarily replacing an inoperable agency vehicle.
PURCHASING STATE PURCHASING CARD The State Purchasing Card or P-Card is a Visa card that is designed to supplement or eliminate a variety of processes including petty cash, local check writing, low-value authorizations and small dollar purchase orders. It provides a more efficient, cost effective method of purchasing and payment for small dollar transactions. The P-Card can be used for in-store purchases as well as mail, online, telephone and fax orders. Each card has pre-established monthly credit limits. Additional limits can also be placed on the dollar amount of each transaction and the number of daily transactions per day. The P-Card has certain MCCs blocked to prevent it being used with inappropriate or high-risk vendors. FFSL has established guidelines to authorize the issue and use of the P-Card. Contact your Area Manager or immediate supervisor for card availability. FFSL limits the number of cards issued and closely monitors the employee’s use of the card. It is the card holder’s responsibility to ensure all State Purchasing policies are followed. Refer to the Purchasing Flow Chart found at (https://ffsl.link/UtPurchasingFlowchart) - for QR code see 3.22 on page 138 to ensure all steps are being followed. It is required that all card holders become familiar with the Purchasing Card Policy FIACCT 0515.00 found at 124 – Chapter 3 Administration
