Disputed Transactions - Procedure
For Disputed Items 1-11 on the previous page:
- Fill out the Fuel Card Statement of Disputed Item form.
- Contact the vendor, noting the date, time and person contaced. Discuss the disputed item and ask for a resolution. Also summarize the conversation in the space provided. If more room is necessary, please use the back of the form.
- If the vendor does not agree to take corrective action within 14 days of the statement date, fax the completed Fuel Card Statement of Disputed Item form to the Fuel Card Administrator in Purchasing at (505) 277-7774, along with copies of all receipts. The original documents should be kept in the department file.
- Follow up by telephone with the Fuel Card Administrator to verify that the dispute form and supporting documentation has been received.
- Mark the item as disputed on the billing statement.
For Disputed Item 12 on the previous page:
- Fill out the Fuel Card Statement of Disputed Item form and immediately fax it to the Fuel Card Administrator in Purchasing.
For Disputed Item 13 on the previous page:
- Forms canceling a dispute must be faxed to the Fuel Card Administrator immediately following the resolution of the disputed item.
Fuel Card Administrator Procedures
- The Fuel Card Administrator will review the disputed item form for completeness of information, verify that supporting documentation has been included and determine if the transaction qualifies as a disputed item.
- The Fuel Card Administrator will fax or mail the dispute documentation to the bank.
Once the dispute has been resolved, the bank will issue a credit that will appear on the Cardholder's bank statement.