Fuel Card Overview

  • Department completes internal request for Card
    • This request contains the information the Fuel Card Administrator needs to order a Card from the bank. It also contains internal information such as internal UNM default index code, department information, a statement that the department Dean, Director/Department Head and the vehicle's supervisor/responsible party agree to the Fuel Card Agreement.
    • The Fuel Card application is routed through the approporate Central Accounting Office for approval of the internal UNM default index code.
    • Each UNM employee who is not the vehicle's supervisor and who will use the FCard may be required by the vehicle supervisor to sign a Fuel Card Agreement. These agreements are for the protection of department with multiple vehicle users and will remain in the department and are not to be forwarded with the application.
  • Fuel Card Administrator
    • The Fuel Card Administrator completes the paperwork necessary to order the Fuel Card from the bank and sets up all internal files.
    • When the Fuel Card Administrator received the Fuel Card, the vehicle's supervisor/responsible party will pick up the Card and sign the Fuel Card Agreement.
  • UNM Employee
    • The UNM employee uses the FCard to purchase fuel or car washes and may be required by the department to enter the information on a Transaction Log. The supplier either electronically or via phone call to Visa requests an authorication for the order. Visa checks the preset authorization parameters established for the Card and either appoved the transaction or declines it.
  • Receipts
    • All receipts are turned in with the vehicle's keys to the vehicle's supervisor/responsible party.
  • Fuel Card Administrator uploads files to Banner 10 days after the transaction
    • The Fuel Card Administrator will upload transactions that are 10 days past the transaction post date to Banner on a daily basis.
  • Accounts Payable pays bank
  • Vehicle's supervisor/responsible party compares monthly bank statement with receipts, Banner
    • Each vehicle's supervisor/responsible party will receive a monthly billing statement from the bank. Upon receipt of the billing statment, the supervisor/responsible party will compare the billing statement to the receipts and will reconcile the billing statement. Any discrepancies should be noted and if unresolved within or by the department, a Fuel Card Statement of Disputed Item is sent to the Fuel Card Administrator.
    • Accounts payable will receive a monthly corporate billing statement that will list activity for all Fuel Cards. The vehicle's supervisor/responsible party will not send their billing statement to Accounts Payable.
  • Vehicle's supervisor/responsible party files monthly statement and receipts
    • The vehicle's supervisor/responsible party will file the reconciled statement and receipts by monthly billing cycle. The supervisor/responsible party will forward the files by billing cycle to the Fuel Card Administrator on a monthly basis.
  • Banner role
    • The Banner system is used to review and reallocate (when necessary) charges made on the Fuel Card. Charges are typically available for review and/or reallocation 10 days after the transaction date.

 

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