DoDM 4140.25, March 2, 2018, Incorporating change 2 April 3, 2019

DOD MANUAL 4140.25, VOLUME 3

OD MANAGEMENT OF ENERGY COMMODITIES: FUEL

CARDS

Originating Component: Office of the Under Secretary of Defense for Acquisition and

Sustainment

Effective: March 2, 2018

Change 2 Effective: April 3, 2019

Releasability: Cleared for public release. Available on the Directives Division

Website at https://www.esd.whs.mil/DD/.

Approved by: Robert H. McMahon, Assistant Secretary of Defense for Logistics

and Materiel Readiness

Change 2 Approved by: Dee Reardon, Deputy Assistant Secretary of Defense for Logistics

Purpose: This manual is composed of several volumes, each containing its own purpose. In

accordance with the authority in DoD Directive 5134.12 and DoD Instruction 4140.25:

• This manual implements policy, assigns responsibilities, and provides procedures for the

supply chain management, quality assurance and quality surveillance, and storage of energy

commodities and related services.

• This volume assigns responsibilities and provides procedures to prepare and administer

government fuel card (GFC) programs, including the DoD Fleet Card, U.S. Government

Aviation Into-Plane Reimbursement (AIR) Card®, and the DoD Ships’ Bunkers’ Easy

Acquisition (SEA) Card®, including the Swipe SEA Card®.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

TABLE OF CONTENTS 2

TABLE OF CONTENTS

SECTION 1: GENERAL ISSUANCE INFORMATION .............................................................................. 4

1.1. Applicability. .................................................................................................................... 4

1.2. Information Collections. ................................................................................................... 4

1.3. Summary of Change 2. ..................................................................................................... 4

SECTION 2: RESPONSIBILITIES ......................................................................................................... 5

2.1. Director, DLA. .................................................................................................................. 5

2.2. DoD Component and Participating Agency Heads. ......................................................... 5

SECTION 3: GFC ............................................................................................................................. 6

3.1. General. ............................................................................................................................. 6

3.2. GFC PMO. ........................................................................................................................ 6

3.3. CPM. ................................................................................................................................ . 7

3.4. A/OPC. .............................................................................................................................. 8

3.5. Alternate A/OPCs. .......................................................................................................... 11

3.6. CO. .................................................................................................................................. 11

3.7. AO. .................................................................................................................................. 11

3.8. Card Users. ...................................................................................................................... 12

3.9. Billing Offices. ................................................................................................................ 12

3.10. Management Controls. .................................................................................................. 13

3.11. Fraud. ............................................................................................................................ 13

3.12. POCs. ............................................................................................................................ 14

SECTION 4: DOD FLEET CARD PROGRAM ..................................................................................... 15

4.1. General. ........................................................................................................................... 15

4.2. Authorized Supplies and Services. ................................................................................. 15

4.3. DoD Administrative Control........................................................................................... 17

4.4. Establishing a DoD Fleet Card Account. ........................................................................ 18

4.5. Obtaining, Replacing, and Cancelling DoD Fleet Cards. ............................................... 19

4.6. Disputed or Erroneous DoD Fleet Card Billings. ........................................................... 19

SECTION 5: DOD SEA CARD® PROGRAM ..................................................................................... 22

5.1. General. ........................................................................................................................... 22

5.2. Deployed Vessels. ........................................................................................................... 22

5.3. Billing for Allowable Purchases. .................................................................................... 23

5.4. Establishing a DoD SEA Card® Account. ..................................................................... 23

5.5. Disputed or Erroneous DoD SEA Card® Billings. ........................................................ 25

SECTION 6: SWIPE SEA CARD® PROGRAM ................................................................................... 27

6.1. General. ........................................................................................................................... 27

6.2. Authorized Purchases...................................................................................................... 27

6.3. Establishing a Swipe SEA Card® Account. ................................................................... 27

6.4. Controls. .......................................................................................................................... 28

6.5. Disputed or Erroneous DoD Swipe SEA Card® Billings. ............................................. 29

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM ............................................................... 32

7.1. General. ........................................................................................................................... 32

7.2. U.S. Government AIR Card® Usage. ............................................................................. 32

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

TABLE OF CONTENTS 3

7.3. Unauthorized Use of the U.S. Government AIR Card®................................................. 34

7.4. Fuel Purchases at DLA Energy Into-plane Contract Locations and Non-contract

Locations that Accept the U.S. Government AIR Card®. ................................................ 35

7.5. Lost or Stolen U.S. Government AIR Card®. ................................................................ 36

7.6. Establishing a U.S. Government AIR Card® Account. .................................................. 36

7.7. Disputed or Erroneous U.S. Government AIR Card® Billings. ..................................... 37

SECTION 8: SF 44 FUEL PURCHASES ............................................................................................. 41

8.1. SF 44 Fuel Purchases Where Merchant Agrees to Invoice DLA Energy. ...................... 41

8.2. SF 44 Fuel Purchases Where the Merchant Requires Cash Payment. ............................ 42

8.3. SF 44 Data Requirements. .............................................................................................. 43

GLOSSARY ..................................................................................................................................... 47

G.1. Acronyms. ...................................................................................................................... 47

G.2. Definitions. ..................................................................................................................... 48

REFERENCES .................................................................................................................................. 50

TABLES

Table 1. DLA Energy-QEVK GFC PMO E-mails and Website ................................................. 14

Table 2. CPMs ............................................................................................................................. 14

Table 3. MCCs ............................................................................................................................. 28

FIGURES

Figure 1. Declaration of Receipt Correction ................................................................................ 21

Figure 2. SF 44 Example ............................................................................................................. 46

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 1: GENERAL ISSUANCE INFORMATION 4

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY. This volume applies to:

a. OSD, the Military Departments (including the Coast Guard at all times, including when it

is a Service in the Department of Homeland Security, by agreement with that Department), the

Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant

Commands, the Office of the Inspector General of the Department of Defense, the Defense

Agencies, the DoD Field Activities, and all other organizational entities within DoD (referred to

collectively in this manual as the “DoD Components”).

b. Federal departments and agencies participating in DoD supply chain management of

energy commodities with the DoD Components, referred to collectively in this manual as

“Participating Agencies,” but only when and to the extent they adopt the terms of this volume.

1.2. INFORMATION COLLECTIONS. The suspected fraudulent or improper use of

Defense Logistics Agency (DLA) Energy-sponsored fuel cards report, referred to in Paragraphs

3.4.f. and 7.3.d. of this volume, does not require licensing with a report control symbol in

accordance with Paragraph 1.b.(8) of Enclosure 3 of Volume 1 of DoD Manual 8910.01.

1.3. SUMMARY OF CHANGE 2. This change is administrative and updates references and

organizational titles in accordance with the reorganization begun by the July 13, 2018 Deputy

Secretary of Defense Memorandum.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 2: RESPONSIBILITIES 5

SECTION 2: RESPONSIBILITIES

2.1. DIRECTOR, DLA. Under the authority, direction, and control of the Under Secretary of

Defense for Acquisition and Sustainment, through the Assistant Secretary of Defense for

Sustainment, the Director, DLA:

a. Administers the GFC programs: DoD Fleet Card and Swipe SEA Card Task Order under

the General Services Administration (GSA) SmartPay® contract and the U.S. Government AIR

Card®, SEA Card®, and Swipe SEA Card® contract.

b. Provides energy commodity support to authorized customers.

c. Administers the GFC programs in accordance with Subpart 213.3(4) of the Defense

Federal Acquisition Regulation Supplement (DFARS).

d. Coordinates with the Office of Charge Card Management on guidance for the GSA

SmartPay® 2 Program.

2.2. DOD COMPONENT AND PARTICIPATING AGENCY HEADS. The DoD

Component and Participating Agency heads:

a. Establish GFC programs for using the procedures in the DoD Government Charge Card

Guide Book for Establishing and Managing Purchase, Travel, and Fuel Card Programs (referred

to in this issuance as the “DoD Government Charge Card Guide Book”) as directed by the Office

of Management and Budget (OMB) Circular No. A-123.

b. Appoint a component program manager (CPM) for each GFC service according to the

procedures in the DoD Government Charge Card Guide Book.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 6

SECTION 3: GFC

3.1. GENERAL. The Director, DLA, designates the DLA Energy Fuel Card Program

Management Office (DLA Energy-QEVK) as the GFC Program Management Office (PMO) to:

a. Provide the DoD Components and Participating Agencies with comprehensive energy

commodity solutions.

b. Negotiate energy commodity discounts.

c. Review various energy commodity supply and service contracts.

d. Prepare and administer the DoD Fleet Card and Swipe SEA Card® Task Orders under the

GSA SmartPay® contract and the U.S. Government AIR Card®, and SEA Card® GFC programs

in accordance with Subpart 213.301(4) of the DFARS.

e. Provide energy commodity support to authorized customers.

3.2. GFC PMO. The GFC PMO:

a. Implements and integrates GFC program initiatives, guidance, and oversight; electronic

enterprise integration efforts; and improves the DLA Energy fuel card processes.

b. Advocates and coordinates the GFC program extensively within the DoD Components

and Participating Agencies.

c. Serves as the primary point of contact (POC) and best practices focal point for the GFC

program.

d. Provides business rules, interim guidance, and identifies innovations for the GFC

program, including Participating Agencies.

e. Develops policy, procedures, and training with regard to the GFC programs.

f. Provides GFC program support to CPMs when needed.

g. Performs delinquency management and fraud or audit analysis.

h. Ensures that fuel card system processes are functional, operational, and optimized.

i. Coordinates all contract actions through the DLA Energy Mobility Fuels Card Programs

Division (DLA Energy-PH) contracting office. Sponsors and coordinates fuel card technical

reviews, proposed system change requests, interface agreements, testing, remediation of

performance issues, and other contract related actions with the applicable contracting office.

j. Provides management oversight and maintains centralized operational control for all DLA

Energy-sponsored fuel card programs.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 7

k. Develops a comprehensive, outcome-based metrics collection and management program.

l. Works directly with the DoD Purchase Card and DoD Travel Card PMOs, the GSA

SmartPay® 2 Program Office, and OMB representatives to coordinate all government-wide

charge card guidance.

m. Notifies the applicable offices and activities in cases of GFC misuse.

n. Provides fuel charge card contractors with file transfer protocol formats and applicable

data fields to receive transaction files.

3.3. CPM. Each DoD Component and Participating Agency that is a GFC program participant

will have a CPM who:

a. Ensures continuity and accountability of the GFC program in compliance with the DoD

Government Charge Card Guide Book and OMB Circular No. A-123.

b. Develops, coordinates, publishes, and disseminates supplemental procedures and training

materials for each fuel card program.

c. Provides access to agency-specific training sites and customer technical assistance.

Ensures accountable officials (AOs) complete the DLA Energy AO training found on the DLA

Energy website at http://www.dla.mil/energy unless superseded by completion of comparable

Service-specific training in accordance with Section 3.4 of OMB Circular No. A-123.

d. Ensures that agency or organization program coordinators (A/OPCs), AOs, and certifying

officers (COs):

(1) Are properly appointed in writing, capable of performing their respective duties

sufficiently to meet the DLA Energy-sponsored fuel charge card requirements or respective CPM

guidance.

(2) Are trained before their appointment.

(3) Complete refresher training every 3 years.

(4) Certify training compliance; and understand the applicable regulations, procedures,

and consequences for inappropriate actions.

e. Performs delinquency management as required.

(1) Ensures that responsible POCs and respective chains of command are aware of the

delinquent account status.

(2) Analyzes data that may identify patterns of delinquency or misuse and notifies all

involved parties. Takes all required actions to resolve fuel card delinquencies and misuse.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 8

f. Notifies the DLA Energy-QEVK promptly when positions become vacant or filled by new

personnel.

g. Provides fraud or audit analysis to:

(1) Identify questionable transactions or patterns of suspicious activities.

(2) Research suspected fraudulent transactions or activities and contact the appropriate

audit or investigative agencies.

(3) Coordinate and cooperate with formal internal or external audits and inspections of

fuel card programs.

h. Notifies the DLA Energy-QEVK of Service-initiated audits or investigations of potential

fraud, misuse, or abuse of DLA Energy-sponsored fuel charge cards.

i. Notifies the DLA Energy-QEVK account manager when a GFC program is under

investigation for misuse or abuse.

j. Develops and submits recommended program or systems changes to the DLA Energy-

QEVK along with justification and impact statements.

k. Helps the DLA Energy GFC PMO account managers and charge card contractors resolve

issues of mutual interest.

l. Ensures that GFC program participants have access to adequate guidance, training, and

assistance with routine program matters and assists in relevant aspects of program execution.

Helps with local problem resolutions and questions and, when necessary, refers units to the

appropriate POC for specific assistance.

m. Ensures that intermediate command levels have access to information systems that

contain transaction data from their subordinate units. In coordination with those commands,

develops standard reports or queries to allow the commands to monitor purchases by units within

their commands.

n. Oversees the use of the private label fuel card used by GFC program participants for

overseas programs where the DoD Fleet Card® or U.S. Government AIR Card® are not

accepted.

3.4. A/OPC. Participating Agencies using a DLA Energy-sponsored fuel charge card are

required to provide an A/OPC (command or equivalent) who will report to the CPM. The CPM

determines how many A/OPCs and at what level they should be. The CPM and the A/OPC

could share these duties. However, if the A/OPC function remains separate, the A/OPC will

provide support and oversight to all participants in the program and ensure that periodic program

management reviews are performed.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 9

a. DoD Components and Participating Agencies will forward all nominations for A/OPCs,

AOs, or COs to their respective CPM in accordance with applicable internal guidelines.

Nominees:

(1) May not be contract support employees.

(2) In accordance with Chapter 33, Volume 5 of the DoD Government Charge Card

Guide Book, must be either federal military personnel or federal civil service personnel.

(3) Must comply with the guidance in the DoD Government Charge Card Guidebook if

they are foreign nationals or direct hires.

b. DoD Components and Participating Agencies may identify different people for different

accounts, such as the U.S. Government AIR Card®, SEA Card®, Swipe SEA Card®, or DoD

Fleet Cards.

c. The A/OPC:

(1) Ensures that local program is executed in accordance with OMB Circular No. A-123,

and the DLA Energy and CPM-sponsored fuel charge card requirements as stated throughout this

manual.

(2) Establishes effective internal management controls to ensure appropriate

management, operation, and oversight of the Service or Participating Agency local fuel card

program whether it is a U.S. Government AIR Card®, SEA Card®, Swipe SEA Card®, or DoD

Fleet Card.

(3) Ensures that personnel requesting DLA Energy-sponsored fuel charge cards for

official mission requirements receive proper training, while further ensuring cards are issued to

authorized government aircraft, vehicles, vessels, and equipment.

(4) Enhances program integrity by establishing a proper separation of functions.

(5) Notifies the command, installation, or unit A/OPC of suspected fraudulent or

improper use of DLA Energy-sponsored fuel cards for further investigation.

(6) Ensures that appropriate administrative and disciplinary actions are taken and

documented when fraudulent, improper, or abusive U.S. Government AIR Card®, SEA Card®,

Swipe SEA Card®, or DoD Fleet Card transactions are found. The command, installation, or

unit A/OPC must provide a memorandum to the card user’s chain of command, local official

investigative agency, and the GFC PMO. The A/OPC will follow-up to ensure appropriate

actions are taken and documented.

(7) Establishes local guidance and procedures to ensure card users are aware of proper

card use, any limitations on use, and where and when to turn in transactions receipts.

(8) Maintains detailed knowledge and understanding of policies and procedures

regarding the DoD Fleet Card, U.S. Government AIR Card®, SEA Card®, and Swipe SEA

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 10

Card® programs and communicate this information to AOs, managers, and other responsible

officials.

(9) Establishes and ensures execution of the local program in accordance with OMB

Circular No. A-123 requirements, local procedures, and DLA Energy-sponsored fuel charge card

guidelines.

(10) Ensures that U.S. Government AIR Card®, SEA Card®, Swipe SEA Card®, and

DoD Fleet Card users are trained in accordance with Section 3.4 of OMB Circular No. A-123.

Ensure Alternate A/OPCs, AOs, and COs are trained before appointment and complete refresher

training, at a minimum, every 3 years.

(11) Maintains a complete list of accounts and POC information (name, e-mail address,

telephone number, and fax number) for financial matters and notifies the CPM and the charge

card contractor of any changes that affect management, reporting, or billing.

(12) Maintains all account establishment information, including identification and

address of unit or office, DoD activity address code (DoDAAC) or other office identification,

accounting data, vehicles, aircraft, or vessels for which cards will be issued, and POC

information. Notifies the CPM and charge card contractor of changes that affect management,

reporting, or billing.

(13) Receives, verifies, and issues DLA Energy-sponsored cards as appropriate.

(14) Takes appropriate action when local reviews reveal non-compliance, misuse, or

abuse and follow-up with the CPM, who notifies the DLA Energy-QEVK.

(15) Uses the Automated Information Systems reports to monitor program activity

associated with the individual card program.

(16) Specifies appropriate authorization limits and restrictions for fuel card accounts or

specific cards when applicable.

(17) Understands the policies and procedures posted on the DLA Energy Website

regarding the use of the DLA Energy-sponsored fuel charge cards.

(18) Ensures, as directed by the applicable CPM, that all U.S. Government AIR Card®

and DoD Fleet Card users sign a statement of understanding (SOU) that outlines the unit

authorizations before the initial card use. An example SOU and user instructions are available

on the DLA Energy Website at http://www.dla.mil/energy. Notifies the charge card contractor

no later than 60 days before the expiration date of any cards that will not be renewed or reissued.

(19) Immediately notifies the CPM, the local chain of command, and command security

manager when any investigation is initiated involving suspected fraud, misuse, or abuse of DLA

Energy-sponsored fuel charge cards by personnel under their command. Additionally, ensures

that documented disciplinary actions are reported to the CPM on all fraudulent transactions.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 11

(20) Ensures that local agency procedures include the cancellation of the U.S.

Government AIR Card®, SEA Card®, or DoD Fleet Card upon the disposal of the subject

government-owned or leased equipment from service.

3.5. ALTERNATE A/OPCS. Alternate A/OPCs will comply with the responsibilities of an

A/OPC.

3.6. CO. The CO follows the procedures in Volume 3, Chapter 8 and Volume 5, Chapter 33 of

the DFARS and:

a. Serves as the primary focal point for receipt of invoices and obligation of funds.

b. Validates and initiates payment from an operations and maintenance account paid through

the unit home station payment office or equivalent finance office for federal agencies.

3.7. AO. The AO supports the certification of payment vouchers and documents for vendor

payment. AOs:

a. Sign and are responsible for charge cards and ensure fuel cards are distributed for use only

to authorized government aircraft, vehicles, equipment, and card users.

b. Ensure that a system of internal procedures and controls is in place to minimize erroneous

payments.

c. Comply with OMB Circular No. A-123 and all applicable DoD regulations or equivalent

agency regulations, policies, and procedures, including local standard operating procedures.

d. Support the respective CO with timely and accurate data and information to ensure proper

payments, (i.e., payments that are supportable, legal, and computed correctly).

e. Request advice from a CO concerning any doubtful matters with certification of:

(1) An entitlement to payment;

(2) A document for payment; or

(3) Other information or data associated with payment.

f. Respond quickly to inquiries initiated by a review official about possible or actual

erroneous payments.

g. Cannot perform the duties of the CO.

h. Remind their commands that new officials need to be appointed when they are reassigned

or leave their AO positions and that records must be updated to reflect their departure.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 12

3.8. CARD USERS. All card users are financially liable for any unauthorized purchases. Card

users:

a. Use U.S. Government AIR Card®, SEA Card®, Swipe SEA Card®, and DoD Fleet Card

only for authorized purchases.

b. Follow the DLA Energy Fuel Card Program’s Customer Resources guidance for contract

support personnel using fuel cards on the DLA Energy Website at www.dla.mil/energy.

c. Maintain all log data required by the respective DoD Component or applicable federal

agency.

d. Use self-service fuel pumps whenever available.

e. Use only regular grade (87 octane or lower) unleaded gasoline unless otherwise specified

by the vehicle or equipment manufacturer.

f. Separate payment for purchases of authorized non-fuel items which are the responsibility

of the card user’s command or authorized agency. Ensure that the charge card contractor bills

separately, and the unit home station payment office pays for purchases of the authorized non-

fuel items which are the responsibility of the card user’s command or authorized agency.

g. Retain all purchase receipts and use them to validate fuel and non-fuel charges.

h. Whenever possible, use military installations fuel resources and related services due to

significant cost savings.

(1) When military resources are unavailable, use DLA Energy into-plane and ships’

bunkering contracts for fuel support.

(2) For flight crews and vessel operations, restrict fuel and service purchases to DLA

Energy into-plane and ships’ bunkers’ contracts at commercial locations where available.

(3) Purchase fuel and services from any available source when no DLA Energy into-

plane or ships’ bunkers’ contract exists at the commercial locations.

(4) Use U.S. Government AIR Card®

merchants for aviation fuel purchases where

available.

3.9. BILLING OFFICES. Billing offices:

a. Review all charges to ensure that billed items were ordered and that obligations are

adjusted when appropriate in accordance with Chapter 3 of Defense Logistics Manual

4000.25-7-M.

b. Match each disbursement to detail-level obligation and promptly record them in

accordance with Section 110301, Chapter 11, Volume 3 of the DFARS.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 13

3.10. MANAGEMENT CONTROLS. DoD Components and Participating Agencies:

a. Establish coordinating processes to manage the GFC programs.

b. Retain delivery receipts and invoice-supporting documentation for accountability

purposes in accordance with Schedule 3, Paragraph 3.1(1) and 3.1(2) of the U.S. National

Archives and Records Administration Records Schedule 1.

c. Ensure that all fuel card statement transactions or Military Standard Billing System

transactions are legitimate. Compare and validate all fuel card statement transactions to the

applicable delivery receipts.

d. In accordance with OMB Circular No. A-123, ensure that GFCs are properly secured at

all times, especially when not in use. Before issuing fuel charge cards, ensure card users and unit

personnel have received training within the specified timeframe.

e. Ensure DoD Fleet Cards are assigned a unique driver identification number (DIN) to

reduce the potential for fraudulent use. To guard against unauthorized use, do not write or etch

the DIN into the card or invoices. Do not use U.S. Postal Service ZIP codes as DINs.

f. Ensure that the AO assignment to number of cards ratio is manageable and reasonable.

The AO will ensure the accuracy of transactions; therefore the number of transactions to be

reviewed must be kept to an amount that allows for a comprehensive and thorough validation.

g. Ensure that separation of A/OPC, AO, CO, ordering officer (OO), and card user functions

are properly established and not performed by the same individual. Complete official

documentation reflecting the changing of A/OPCs in a timely manner as part of every in-

processing or out-processing action.

h. Ensure that established single purchase limits and monthly purchase limits for assigned

cards are aligned with organizational needs. Purchase limits will not exceed the assigned vehicle

or equipment type and use requirements. All DoD Fleet Card transactions are limited to the

micro- purchase threshold of $3,500 but the transaction is not higher than the simplified

acquisition threshold of $150,000 in accordance with Subparts 213.270 and 213.301 of the

DFARS.

i. Ensure non-fuel invoices are paid within 30 days from the invoice date. Card holding

activities must aggressively manage and resolve delinquent accounts.

j. The DoD Government Charge Card Guide Book provides expanded guidelines for the

management controls of GFC programs.

3.11. FRAUD. It is the responsibility of each individual related to the use or management of the

GFC programs to ensure that cards are used appropriately, and that transaction records are

reviewed and maintained to ensure that highest integrity of the GFC programs. In addition, each

individual will ensure the appropriate administrative and disciplinary action is taken and

documented when fraudulent fuel card transactions are found. The AO will provide a

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 3: GFC 14

memorandum to the card user’s chain of command of the infraction and follow up to ensure that

appropriate actions are taken and documented, including:

a. Reporting any documented disciplinary actions to the respective CPM on all fraudulent

transactions.

b. Establishing local guidance and procedures to ensure that card users are aware of proper

card use, limitations on use, and when and where to turn in transaction receipts.

c. Notifying the respective CPM when an investigation for alleged or suspected fraud,

misuse, or abuse of the DLA Energy-sponsored fuel charge cards is initiated.

3.12. POCS.

a. The DLA Energy-QEVK GFC PMO e-mail addresses and website are included in

Table 1.

Table 1. DLA Energy-QEVK GFC PMO E-mails and Website

E-mail

[email protected], [email protected], dodf[email protected], or

fuelcards@dla.mil

DLA Energy Website

www.dla.mil/energy

b. The assigned CPMs are listed in Table 2.

Table 2. CPMs

Military Service or Agency Assigned CPM

Navy and United States Marine Corps,

all fuel cards

Navy Consolidated Card Program Management

Division, Naval Supply Systems Command

Army, all fuel cards Headquarters Army, G4

Air Force, U.S. Government AIR

Card®

Air Force/A3, Operations

Air Force DoD Fleet 441st Vehicle Support Chain Operations Squadron

Coast Guard Department of Homeland Security for all fuel cards

Other Agencies

Contact non-DoD account manager for CPM

POCs

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 15

SECTION 4: DOD FLEET CARD PROGRAM

4.1. GENERAL. This section provides administrative and operating controls, procedures, and

data instructions for the DoD Fleet Card Program. As the PMO for the DoD Fleet Card

Program, the DLA Energy-QEVK establishes procedures in DLA Energy P-8 and has direct

oversight for fleet card issues for the DoD. The DoD Component heads:

a. Ensure that fleet cardholders use the GSA Fleet Card, not the DoD Fleet Card, for GSA-

leased vehicles operating under wet lease terms.

b. Ensure that cardholders do not use the DoD Fleet Card to purchase aviation fuel.

4.2. AUTHORIZED SUPPLIES AND SERVICES. The DoD Fleet Card is the primary card

authorized by DoD for obtaining fuel and authorized supplies and services from commercial

service stations according to the procedures outlined in Enclosure 4 of DLA Energy Policy-8.

a. The use of an alternate card is not in violation of this manual if any of these apply:

(1) The unit is stationed outside the continental United States.

(2) The unit does not have reasonable access to DoD Fleet Card-accepting service station

vendors.

(3) The unit only possesses minor equipment, e.g., lawnmower, snow blower.

b. DoD Components:

(1) Consult the DLA Energy Website at http://www.dla.mil/energy for:

(a) Service stations that accept the DoD Fleet Cards and are identified at the point of

sale (POS).

(b) Information on current charge card contractors’ websites.

and Navy Exchange Service Command stations that accept the card.

(2) Use the DoD Fleet Card to purchase authorized supplies and services:

(a) Fuels:

1. Gasoline.

2. Gasohol.

3. Regular unleaded.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 16

4. Premium unleaded.

5. Special unleaded.

6. Diesel or diesel marine fuel.

7. Utility fuels.

8. Liquid petroleum gas.

9. Compressed natural gas.

10. Ethanol.

11. Methanol.

12. E85.

13. Bio-diesels.

(b) Lubricating services and lubricants (includes differential and transmission fluids).

(d) Air and oil filters and servicing.

(e) Batteries and battery charging.

(f) Tires and tire and tube repairs.

(g) Washing and cleaning.

(h) Mounting and dismounting snow tires and chains.

(i) Replacement of spark plugs, fan and generator belts, windshield wiper arms and

blades, and lamps.

(j) Collision repair and painting not exceeding the micro-purchase threshold.

(k) Emergency roadside service including towing.

(l) Small boats, tugs, or barges, as authorized by the activity, and not to exceed the

micro-purchase threshold.

(3) Use refueling facilities located on a military installation as the primary fuel source

for DoD-owned non-tactical vehicles and equipment and GSA-leased non-tactical vehicles

operating under a dry lease.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 17

c. DoD Components may use DoD Fleet Cards at commercial service stations, including

selected domestic Army and Air Force Exchange Service or Navy Exchange Service Command

stations.

4.3. DOD ADMINISTRATIVE CONTROL.

a. DoD Components prevent any unauthorized use of the cards and maintain administrative

control over the use of the cards.

b. DoD Fleet Card users:

(1) Ensure that fuel and any authorized supplies or services purchased with the card are

for official use only.

(2) Report lost or stolen account numbers and cards immediately to the charge card

contractor’s Client Services Center, which accepts calls 24 hours a day and 7 days a week.

Consult the DLA Energy website for the Client Services Center contact information at

http://www.dla.mil/energy.

(3) Immediately destroy replaced fuel cards, including those previously reported as lost

and subsequently found.

(4) Notify the contractor regardless of the card replacement status.

(5) Coordinate with the charge card contractor to request a replacement card for

damaged cards using the procedures and contact information for ordering replacement fuel cards

on the DLA Energy Website at http://www.dla.mil/Energy.

(6) Notify the contractor immediately of changes to a user’s account, including telephone

numbers, addresses, POCs, COs, DoDAACs, and so forth.

(7) Provide the charge card contractor with a forwarding address for any unpaid invoices

if the user’s unit is disbanded or relocated. If disbanded, the user’s unit is responsible for proper

disposition of the cards and DINs to prevent unauthorized use or fraudulent activity.

(8) Do not divulge the DIN associated with each DoD Fleet Card to unauthorized

personnel.

(9) Contact the charge card contractor immediately for card cancellation or resetting of

the DIN when compromised.

c. The charge card contractor prepares invoices and forwards them to the designated billing

office or posts the invoice on the WEX Bank website https://go.wexonline.com/online/. For the

DoD Fleet Card, the designated billing officer is the CO.

d. Payment terms and conditions for the DoD Fleet Card are in accordance with the Prompt

Payment Act in Section 1315 of Title 5, Code of Federal Regulations. The CO ensures all non-

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 18

fuel invoices are paid as stipulated in Title 5, Code of Federal Regulations. All disputed

transactions must be immediately reported to the charge card contractor. DLA Energy retains

the right to deny reactivation of suspended accounts, and may refuse to reissue DoD Fleet Cards

on accounts repeatedly suspended due to delinquent payments. DLA Energy may issue “fuel

only” cards for repeatedly suspended accounts.

4.4. ESTABLISHING A DOD FLEET CARD ACCOUNT. To establish a DoD Fleet Card

account, the DoD Components will:

a. Complete the web-based training and application process on the DLA Energy Website at

http://www.dla.mil/energy.

b. Complete a DD Form 577, “Appointment/Termination Record - Authorized Signature,” in

accordance with the procedures in Chapter 5, Volume 5 of DoD 7000.14-R. The DD Form 577

may be found on the DoD Forms Management Program website at http://www.esd.whs.mil/DD/.

Provide AO nomination information and DoD Fleet Card account information to establish an

account as listed on the DLA Energy Website at http://www.dla.mil/energy.

c. Send requests for DoD Fleet Card accounts with the DD Form 577, AO nomination

information, vehicle set up information, and training certificate by fax to 703-767-8746 or e-mail

to [email protected]. Include vehicle card set up information:

(1) Unit name and mailing address.

(2) Unit DoDAAC.

(3) Unit POC with phone number (Defense Switched Network (DSN) and commercial).

(4) Billing address to forward invoices (fuel or non-fuel), or a fax number to forward the

non-fuel bills.

(5) Sub-account code (account processing code, job order number (JON), type

equipment code (TEC), organizational code), if applicable.

(6) Fund code.

(7) Signal code.

(8) Supplemental DoDAAC, if required by the signal code.

(9) Billing office POC with phone number (commercial number).

(10) Vehicle information.

(11) Addresses of other offices to receive information copy of invoices (optional).

(12) E-mail address of unit or activity POC.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 19

d. Ensure that both the AO and his or her supervisor sign the DD Form 577 before sending it

to [email protected] or fax to 703-767-8746.

4.5. OBTAINING, REPLACING, AND CANCELLING DOD FLEET CARDS. The DoD

Components will:

a. Obtain new or replacement cards by e-mailing the vehicle card set-up information to

DoDFleetcard@dla.mil or fax it to 703-767-8746.

b. Cancel a card by faxing the cancellation request to 703-767-8746 or via e-mail to

[email protected]. The request must include the unit DoDAAC, DoD Fleet Card account

number, and card number.

4.6. DISPUTED OR ERRONEOUS DOD FLEET CARD BILLINGS. The AO, billing

contact of record, or other contact of record within the same hierarchy up to and including the

DLA Energy-QEVK:

a. Immediately contacts the charge card contractor customer service to initiate disputes for

fuel or non-fuel items, including all related items purchased during the same transaction.

b Supplies all pertinent information regarding the disputed transaction, e.g., the receipt of the

transaction.

c. Resolves the dispute for the most common dispute types:

(1) For duplicate charges:

(a) The charge card contractor reviews both charges to verify a duplicate transaction

has occurred.

(b) The charge card contractor requests the commercial fuel vendor provide ticket

receipts whenever a duplicate charge is not obvious.

to the charge card contractor, who will review both transactions to determine if a duplicate

transaction occurred.

(d) Pending the official decision, the customer is not obligated to make the payment

for the disputed transaction.

(2) For questionable or unknown charges.

(a) The commercial fuel vendor requests the Defense fuel supply point or on-site

personnel an examination of the challenged transaction to determine if the purchase record is

either manual or electronic.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 20

(b) Does not dispute electronic purchases at pump card readers except when the card

has been reported lost, stolen, or there is evidence of fraudulent activity before the sale.

to verify customer signature on the transaction, when necessary.

(d) Allows the commercial fuel vendor 60 days to provide copy of the purchase

receipt slip to the charge card contractor. Comparison of the challenged transaction receipt slip

against a previously validated purchase slip provides a method to validate signature authenticity.

(3) For suspected fraud:

(a) The AO immediately notifies the charge card contractor, the DLA Energy-

QEVK, and the CPM to cancel a DoD Fleet Card whenever a card is lost, stolen, or suspected of

being used for unauthorized purchases.

(b) The customer is not liable for fraudulent transactions and must notify DLA

Energy QEVK and the CPM immediately to avoid further fraudulent transactions.

1. Research of transactions that occurred before card cancellation to validate POS

device identification, card purchase patterns, and purchase receipt signatures.

2. Forwarding of the challenged transaction receipt slips to the AO for driver

signature authentication.

(d) The charge card contractor reviews disputed transactions and may issue a ticket

request to the merchant, which is subject to the same process for resolution as if initiated by an

AO or the DLA Energy-QEVK.

(4) For incorrect coding requiring a transaction diversion request, the AO:

(a) Notifies the charge card contractor, the DLA Energy-QEVK, and the CPM when

a valid purchase is incorrectly coded for fuel or non-fuel.

(b) Initiates the transaction diversion request only for the purposes of correcting

product code assignments associated with the transaction to facilitate correct billing and taxation

records.

a copy of the original receipt displaying the correct product type and gallon quantity.

(d) Corrects miscoded transactions:

1. Submits a copy of the fuel receipt to the charge card contractor if the receipt

accurately reflects fuel purchased, but the transaction charged is billed as a non-fuel purchase.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 4: DOD FLEET CARD PROGRAM 21

The charge card contractor prepares a transaction diversion request, crediting the non-fuel charge

from the unit account and reposting the transaction as the proper fuel product.

2. Requests that the merchant correct the transaction before processing if the

receipt reflects a non-fuel product, but the transaction should reflect fuel. Annotates the actual

product on the receipt if the merchant cannot or will not correct the transaction, including

number of gallons and unit price. Requests the merchant or sales clerk initial or sign the receipt

or provide a written declaration along with the receipt to the AO upon return to the home station.

The declaration of receipt correction must contain the verbiage in Figure 1 with the name

printed, signature, and date along with the reason for altering the receipt.

Figure 1. Declaration of Receipt Correction

Reason for altering the receipt. __________________________________

Pursuant to 28 U.S.C. § 1746, I declare under penalty of perjury the

foregoing is true and correct.

Name _______________________________________________________

Signature ___________________________________________________

Date ________________________________________________________

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 5: DOD SEA CARD® PROGRAM 22

SECTION 5: DOD SEA CARD® PROGRAM

5.1. GENERAL. The DoD SEA Card®

Program, sponsored by the DLA Energy-QEVK:

a. Is used by the DoD Components and Participating Agencies to procure commercial ship

propulsion fuels and ancillary services at commercial ports worldwide.

b. Is not a standard charge card.

c. Provides a secure and efficient Internet-based ordering mechanism at DLA Energy bunker

contract locations listed in the Open Market module in the DoD SEA Card® Program.

d. Allows an electronic capture of the actual fuel type and quantity delivered by facilitating a

more efficient and timely payment method.

e. Allows the DoD SEA Card® program contractor to reimburse merchants directly for non-

contract fuel and authorized ancillary charges, for example, demurrage and backhaul.

f. Allows direct billing to the vessel home station for ancillary charges incurred during a fuel

lift.

g. Provides DLA Energy, the DoD Components, and Participating Agencies reporting and

audit capability.

h. Provides a mechanism for the designated primary and alternate OO and AO for each

vessel to execute all transactions which are electronically processed.

i. Allows merchants to submit price quotes against DoD and Participating Agencies fuel

requests through the Open Market module where a DLA Energy bunker contract is not in place.

5.2. DEPLOYED VESSELS.

a. DoD Components and Participating Agencies use the DoD SEA Card® Program to

acquire fuel in situations where government fuel sources are unavailable.

b. CPMs determine when to use the Open Market DoD SEA Card® Order Management

System for local purchases.

c. The DoD SEA Card® Program is required for all lifts using a DLA Energy Bunker

contractor.

d. DoD Components and Participating Agencies use the manual DD Form 1155, “Order for

Supplies or Services,” process only when a vessel has no internet connectivity and has been

unsuccessful in contacting the DoD SEA Card® Customer Support Team to assist in placing an

order.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 5: DOD SEA CARD® PROGRAM 23

5.3. BILLING FOR ALLOWABLE PURCHASES.

a. DLA Energy pays bunker and non-contract fuel charges, then bills the DoD Components

or Participating Agencies.

b. The vessel or home station payment office will receive bills directly from the charge card

contractor for bunker contract ancillary service charges such as backhaul, demurrage, and

overtime, boom fee, wharfage, and laytime and fuel surcharges.

c. Vessel AOs are the approval authority for all ancillary non-fuel charges and will provide

information or data to the CO or disbursing official in support of the payment process.

5.4. ESTABLISHING A DOD SEA CARD® ACCOUNT.

a. Account numbers are assigned to vessels and require establishment of a specified

hierarchy structure of responsible personnel for each vessel.

b. Vessel OOs, AOs, and other designated personnel are assigned individual login

identification numbers and passwords to obtain access to the DoD SEA Card® Program.

c. Open Market Contracting Officers (KOs) are warranted OOs. The Coast Guard and Army

use their own warranted OOs. The Navy and Military Sealift Command use the DLA Energy

bunker KO for their Open Market award support.

d. To nominate a primary and alternate OO, AO, and A/OPC and to register a vessel for

DoD SEA Card

accounts, the Navy and Coast Guard will provide the CPM with the:

(1) Role of the OO (warranted or non-warranted), AO, and A/OPC.

(2) Rank.

(3) First and last name.

(4) Address if different than vessel address.

(5) Commercial and DSN phone and facsimile numbers.

(6) E-mail address.

(7) Last 4 digits of social security number, in accordance with DoD Instruction 1000.30.

(8) Training date.

(9) Vessel information:

(a) Unit name or department.

(b) Vessel name.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 5: DOD SEA CARD® PROGRAM 24

(d) DoDAAC or unit identification code (UIC).

(e) Mailing address.

(f) City.

(g) State.

(h) ZIP code.

(i) Signal code.

(j) Fund code.

(k) Supplementary DoDAAC (if applicable).

(l) Financial office name, address, and phone number for ancillary billing.

(m) Line of accounting for ancillary charge.

(n) Fuel capacity of vessel.

e. To nominate a primary and alternate OO, AO, and A/OPC and to register a vessel for

DoD SEA Card® accounts, the Army provides the CPM with the:

(1) Role of the OO (warranted or non-warranted), AO, and A/OPC.

(2) First and last name.

(3) Address.

(4) Commercial and DSN phone and facsimile numbers.

(5) E-mail address.

(6) Last 4 digits of Social Security number, in accordance with DoD Instruction 1000.30.

(7) Vessel information.

(a) Army service.

(b) Vessel.

(d) Type vessel.

(e) Address.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 5: DOD SEA CARD® PROGRAM 25

(f) City.

(g) State.

(h) ZIP code.

(i) Class.

(j) DoDAAC.

(k) Fuel type.

(l) Operator.

(m) Homeport.

(n) Fleet.

(o) UIC, A/OPC, or JON.

(p) Signal code.

(q) Fund code.

(r) Supplementary DoDAAC.

(s) Fuel capacity of vessel.

(t) Financial office name, address, and phone number for ancillary billing and line of

accounting for ancillary charge.

f. CPMs forward the data to the charge card contractor to complete vessel registration.

g. The Army, Navy, and Coast Guard will immediately notify the DoD SEA Card® Program

charge card contractor and CPM when vessels are decommissioned or account information is

changed, including telephone numbers, e-mail addresses, POCs, DoDAACs, and lines of

accounting.

5.5. DISPUTED OR ERRONEOUS DOD SEA CARD® BILLINGS.

a. For DLA Energy contract award orders:

(1) The AO initiates the dispute within the DoD SEA Card® Program, and the DLA

Energy bunker contract merchant and the DLA Energy bunker KO or specialist instantaneously

receive e-mail notification that a dispute is forthcoming.

(2) The DLA Energy bunker KO:

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 5: DOD SEA CARD® PROGRAM 26

(a) Mediates dispute resolution when the AO and DLA Energy bunker contract

merchant contractor are unable to mutually resolve a delivery dispute.

(b) Requests a copy of the delivery receipt notice from the DLA Energy bunker

contract merchant.

b. For Open Market orders:

(1) The AO initiates a dispute within the DoD SEA Card® Program, providing instant

notification e-mails to the warranted OO and the Open Market merchant.

(2) The warranted OO:

(a) Mediates a dispute resolution when the AO and Open Market merchant are

unable to mutually resolve a delivery dispute.

(b) Requests a copy of the delivery receipt notice from the Open Market merchant.

(3) The AO prepares and processes a DD Form 1155, or Standard Form (SF) 1449,

“Solicitation/Contract/Order for Commercial Items,” through the DoD SEA Card® Program to

pay the DLA Energy bunker contract merchant or Open Market merchant the undisputed portion

of the invoice.

(4) The DLA Energy KO resolves the dispute outside of the DoD SEA Card® Program

based on the claim to recover the disputed portion of the invoice submitted by the DLA Energy

bunker contract merchant or Open Market merchant.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 6: SWIPE SEA CARD® PROGRAM 27

SECTION 6: SWIPE SEA CARD® PROGRAM

6.1. GENERAL. DLA Energy sponsors the Swipe SEA Card®

Program. The DoD

Components and Participating Agencies use the Swipe SEA Card®:

a. As a gas-and-go swipe charge card for small vessels with worldwide acceptance.

b. For the purchase of fuel for vessels where the purchase price exceeds the micro-purchase

threshold.

c. For vessels that cannot meet the minimum lift quantity or when the minimum order

delivery time cannot be met due to operational need on DLA Energy bunker contracts.

d. For purchases up to the simplified acquisition threshold as authorized by the SEA Card

and Aircraft Ground Services procedures in Section 213.306 of the DFARS.

e. When using the GSA SmartPay® 2 contracting vehicle under solicitation number FCXC-

G1-060001-N with exceptions to the defaults in a DLA tailored task order.

6.2. AUTHORIZED PURCHASES. DoD Components and Participating Agencies may only

purchase fuel using the Swipe SEA Card®

Program to purchase fuel. Purchases for items other

than fuel will not be tolerated and cardholders will lose card privileges.

6.3. ESTABLISHING A SWIPE SEA CARD® ACCOUNT.

a. DoD Components and Participating Agencies:

(1) Nominate personnel as primary or alternate AOs or as A/OPCs at the unit level by

completing the appropriate appointment forms.

(2) Appoint a CO to ensure that fuel charges are obligated.

b. Each nominee must complete DLA Energy or Service-specific role based training before

an account can be established.

c. Upon completion of nomination and training, the AO or A/OPC may request an account

by following the DLA Energy account setup procedures and providing the account or vessel

information to the CPM.

d. CPMs convert the information to the auto-enroll file and forward the file to the DLA

Energy account managers for approval.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 6: SWIPE SEA CARD® PROGRAM 28

6.4. CONTROLS.

a. Cardholders must sign an SOU and complete role-based training. Training certificates

and signed SOUs will be kept on file by the AO or A/OPC.

b. Transactional controls are required to validate purchases.

(1) Cardholders:

(a) Validate the information is accurate on the receipt before signing. After signing

the receipt, cardholders will document purchases on a fuel card purchase log.

(b) Give the receipts and fuel log to the AO upon return to the base or unit. If a fuel

receipt is missing, cardholders must document the purchase information with an explanation

regarding the missing fuel receipts in accordance with the procedures on the DLA Energy

Website and submit the information to the AO upon return to the base or unit.

(2) AOs:

(a) Validate purchases against transactions recorded in bank system, bank invoice,

and DLA Enterprise Business Systems.

(b) Ensure that obligations cover the cost of the fuel. Swipe SEA Card® transactions

are billed at the DLA Energy standard price.

reduce the possibility of non-fuel purchases.

(d) Allow for locations where smaller vessels may purchase fuel at locations other

than marinas.

(3) The CPM or A/OPC may authorize an MCC not on the template to permit a

transaction to process by using the electronic access system or when conferring with the charge

card provider’s customer support.

(4) AOs may submit requests for additional MCCs to be added to the template on a

permanent basis to the DLA Energy GFC PMO.

(5) Approved MCCs are listed in Table 3.

MCC Merchant Category

4225 Public Warehousing and Storage

4468 Marinas, Fuel Services

4900 Utilities

5085 Industrial Supplies - Not Elsewhere Classified

Table 3. MCCs

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 6: SWIPE SEA CARD® PROGRAM 29

Table 3. MCCs, Continued

MCC Merchant Category

5172 Petroleum

5399 General Merchandise

5499 Miscellaneous Food Stores

5541 Service Stations (with or without services).

5542 Fuel Dispenser, Automated

5551 Boat Dealers

5941 Sporting Goods Stores

5983 Fuel Dealers

5999 Specialty Retail

7011 Lodging - Hotels, Motels, Resorts - Not Elsewhere Classified

7033 Park or Campground

7399 Business Services

7991 Tourist Attractions and Exhibits

7999 Recreation Services - Not Elsewhere Classified

9399 Government Services

(6) Cardholders will not use the card to access cash at an automated teller machine or

from a merchant.

c. Sampling controls are required to ensure that purchases are for fuel only.

(1) DLA Energy performs random sampling to ensure that purchases are for fuel only.

(2) If purchases for non-fuel items transactions are identified, the CPM will notify the

activity or unit that non-fuel purchases are in violation of policy and, if repeated, the activity or

unit may lose the privilege of having a DoD Swipe SEA Card® account.

6.5. DISPUTED OR ERRONEOUS DOD SWIPE SEA CARD® BILLINGS.

a. When a question arises as to whether a transaction actually occurred or was the result of a

purchase by a valid DoD card user, DLA Energy:

(1) Electronically reconciles the invoice.

(2) Notifies the contractor of any items in dispute. This notification of transaction

dispute may occur via e-mail, telephone, or any other means (e.g., facsimile, mail) but must be

followed up in writing if required by the contractor.

(3) Initiates a dispute within 90 calendar days from the date that the transaction was

processed.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 6: SWIPE SEA CARD® PROGRAM 30

b. In a transaction dispute, DoD card users can expect the contractor to take actions as

specified in the contract, e.g.:

(1) Provide immediate temporary credit to the account.

(2) Provide sufficient transaction data to identify the charge.

(3) Promptly investigate disputed items and use best efforts to resolve transaction

disputes, including working with merchants and the transaction dispute office.

(4) Provide a copy of the charge in dispute, if required.

(5) Provide a copy of all the contractor correspondence regarding disputed items, if

requested.

(6) Charge back the merchant where appropriate.

(7) Provide details about the disputed charge in accordance with the terms of the

contract.

(8) Where appropriate, re-bill allowable charges in the subsequent billing period and

include complete transaction data for the re-billed charge if available.

c. The AO will initiate a dispute by contacting customer service by e-mail or by the phone

number on the back of the contractor card designated for account questions.

d. Dispute reasons are:

(1) Suspected duplicate transactions.

(2) Suspected fraud.

(3) A request to validate signature on the purchase ticket.

(4) Questionable transaction activity (not including incorrect product code or billing

diversion).

e. Disputes are not allowed based on signature for transactions with MCC 5542, as this

represents an automated fuel dispenser where no signature is taken.

f. Disputes apply to the total transaction and will be identified on the invoice. If the receipt

does not reflect the actual purchase, then the vessel cardholder needs to initiate corrective action

or provide a written declaration of the actual transactions that transpired pursuant to Section

1746 of Title 28, United States Code, and under penalty of perjury.

g. Only authorized individuals may initiate a dispute, if their authorization cannot be

verified, they will be directed by the Customer Service department to contact their CPM or DLA

Energy account manager.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 6: SWIPE SEA CARD® PROGRAM 31

h. The AO must:

(1) Supply all pertinent information for the disputed transaction, e.g., DoDAAC, vessel

name, hull number, unit, location, card number.

(2) Initiate a dispute for reasons listed in Paragraph 6.5.e. when there is a:

(a) Duplicate Charge. Upon being notified of a possible duplicate charge, the

contractor reviews both charges to verify if in fact a duplicate transaction has occurred. The

contractor requests the card merchant to provide ticket receipts whenever a duplicate charge is

not obvious.

(b) Suspected Fraud. The AO will immediately notify the contractor, DLA Energy,

and the CPM to cancel a Swipe SEA Card® whenever loss, theft, or unauthorized card use is

detected.

the challenged transaction to determine if the purchase record is either manual or electronic.

Electronic purchases at island card readers are not disputable unless the card has been reported

lost or stolen or the fraudulent activity occurred before the sale.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 32

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM

7.1. GENERAL. DoD Components and Participating Agencies use the U.S. Government AIR

Card®

purchase aviation fuel, authorized fuel related supplies, and ground services. The

merchant electronically transmits sales data to the charge card contractor. When connectivity

presents an issue, the merchant mails or faxes legible sales data (i.e., invoices) to the charge card

contractor. The charge card contractor electronically forwards fuel invoices within 24 hours of

receipt to the Defense Finance and Accounting Service-Columbus (DFAS-CO) for payment.

The charge card contractor bills non-fuel purchases to the home station payment office.

7.2. U.S. GOVERNMENT AIR CARD® USAGE.

a. U.S. Government AIR Cards® are:

(1) Issued to the aircraft, not to personnel.

(2) Authorized for aviation fuel purchasing and authorized ground services only.

(3) Used as a payment mechanism for non-contract refuelers where the charge card

contractor acts as an agent or clearinghouse for DLA Energy contractors.

(4) Used to purchase fuel or ground services at military installations, DLA into-plane

contract locations, and card accepting locations.

b. The card user’s home station units receive the fuel invoices and bills for ground services

from the charge card contractor.

c. The unit commander will provide individualized supplemental guidance to the unit’s

aircrews regarding authorized ground or ramp service purchases.

d. For the complete listing of contract locations and available services see the DLA Energy

or charge card contractor website.

e. Personnel authorized to use U.S. Government AIR Cards® are:

(1) Pilots, flight commanders, aircraft commanders, or crew chiefs (military or

government personnel) or contractors (in accordance with the provisions of their contract).

(2) KOs.

f. Card users may direct questions regarding authorized customers of the U.S. Government

AIR Card®

to the DLA Energy-QEVK. The most common categories of authorized into-plane

contract customers are:

(1) DoD military aircraft.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 33

(2) Participating Agencies.

(3) U.S. Government-sponsored foreign military sales aircraft.

(4) Other aircraft with written program manager authorization.

(5) Special mission and obscured identity aircraft with written KO authorization.

g. The card users may address questions to their AO, CPM, or the DLA Energy-QEVK

regarding authorized purchases using the U.S. Government AIR Card®. Examples of the fuel

products and authorized ground services authorized for purchase with the U.S. Government AIR

Card® are:

(1) Aviation fuel.

(2) Callout fees.

(3) Flowage fees.

(4) Overtime charges.

(5) Rapid or hot refueling fees.

(6) Authorized ground and ramp services:

(a) Aircraft cleaning.

(b) Aircraft landing fees.

(d) De-icing service.

(e) Defuel and re-service fees.

(f) Ground equipment fees such as passenger stairs, auxiliary power unit, and ground

power unit.

(g) Hydraulic fluids.

(h) Lube oils.

(i) Parking fees and ramp fees.

(j) Security services.

(k) Block or slot time fees.

(l) Pilot supplies (i.e., charts, maps, and navigational aids).

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 34

(m) Catering for passenger flights only (i.e., food and non-alcoholic beverages for

non-per diem passengers only).

h. DoD aircraft must pay the federal leaking underground storage tank tax. DoD is exempt

from the federal excise tax (FET) levy on aviation fuel, but federal agencies are not FET exempt.

Many States also provide State excise tax (SET) exemption for Federal Government purchases of

aviation or jet fuel. FET and SET information is available on the DLA Energy website for

review. Payment of FET or SET for non-fuel items is the responsibility of the purchasing unit or

organization. Units should consult DoD Directive 4500.54E for exemptions or the application of

taxes at overseas locations.

7.3. UNAUTHORIZED USE OF THE U.S. GOVERNMENT AIR CARD®.

a. Aviation unit COs and AOs will exercise due diligence in managing U.S. Government

AIR Cards®

issued to assigned unit, wing, or squadron aircraft. Severe penalties are imposed for

misuse or abuse of the U.S. Government AIR Card®.

b. Aircrew meals, food, beverages, and alcohol purchases are strictly prohibited.

c. Aircrews will not accumulate or earn points or rewards for any U.S. Government AIR

Card® purchases commercially offered by merchants.

d. COs and AOs will immediately investigate and report suspected card misuse to the

appropriate local investigative office, the respective CPM, and the GFC PMO.

e. AOs will notify responsible commanders or supervisors promptly in cases of improper,

fraudulent, abusive, or negligent use of the U.S. Government AIR Card®

by subordinate

individuals or parties.

f. COs and AOs will investigate the misuse or abuse of the U.S. Government AIR Card®

when it is used:

(1) At establishments or for purposes that are inconsistent with this volume or Part 2635

of Title 5, Code of Federal Regulations.

(2) For the illegal gratuities described on the DLA Energy Website.

(3) By an unauthorized user.

(4) For fuel and ground service charges billed on a date when or at a location where the

aircraft was not deployed.

(5) For fuel quantities in excess of quantities actually serviced to the aircraft.

(6) For fuel quantities that exceed the aircraft capacity.

(7) For unauthorized fuel products and ground services.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 35

(8) For duplicate billings for identical fuel products or ground services to an aircraft.

(9) Any U.S. Government AIR Card®

transaction for fuel or ground services not

required for official government business.

7.4. FUEL PURCHASES AT DLA ENERGY INTO-PLANE CONTRACT LOCATIONS

AND NON-CONTRACT LOCATIONS THAT ACCEPT THE U.S. GOVERNMENT AIR

CARD®.

a. DLA Energy furnishes imprinters, embossed metal station plates that reflect merchant

specific and location information, and the DD Form 1898, “Energy Sale Slip,” located at

http://www.esd.whs.mil/DD/, when the merchant manually records POS data for fuel purchases

at DLA Energy into-plane contract locations that accept the U.S. Government AIR Card®.

b. DoD Components and Participating Agencies may obtain the DD Form 1898, imprinters,

and station plates by following the instructions located on the DLA Energy Website at

http://www.dla.mil/energy.

c. Commercial vendors may use a commercial delivery ticket in lieu of the DD Form 1898.

d. Merchants that have been supplied customized commercial U.S. Government AIR Card®

documents capture all required data. If this document is not available, any commercial charge

card form that captures the required data is acceptable. The AO may accept a manual record

from the merchant for authorized into-plane purchases when an electronic POS reader is not

available.

e. The aircrew member collects copies of purchase receipts, the DD Form 1898, or the

commercial delivery ticket, when used, with all pertinent into-plane contract POS data. The

minimum required POS data, either printed or printed and imprinted, on the DD Form 1898 or

commercial delivery ticket will reflect the:

(1) Merchant identification number or the 4-character International Civil Aviation

Organization airport identifier.

(2) U.S. Government AIR Card® Number or aircraft tail number or nose number

(CARNET).

(3) Purchase date reflected as the Julian date.

(4) Fuel grade.

(5) Net fuel quantity purchased in whole U.S. gallons for contract merchants.

(6) Additional charges for additives, call out fees, or applicable taxes.

(7) Overtime charges, including start and stop times annotated in fractional hours.

(8) Signature of both the merchant and the U.S. Government official.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 36

f. A minimum of one U.S. Government official OO must be present during aircraft servicing

to verify the accuracy of the recorded POS data and to ensure safe performance of the refueling

operation.

g. The U.S. Government official:

(1) Presents the U.S. Government AIR Card®

to the refueling personnel for imprinting

or swiping for authorized purchases of aviation fuel or services. When the U.S. Government

AIR Card® is not used as a local purchase, the home station CO or AO will process transactions.

(2) Ensures that fuel products and ground services, along with accurate dates of service,

are separately, accurately, and legibly recorded on the DD Form 1898 or commercial delivery

ticket.

(3) Provides all U.S. Government AIR Card® or commercial delivery ticket purchase

receipts to the designated unit CO or AO upon return to the home station to enable validation and

obligation establishment in the financial system of record.

h. The merchant transmits POS purchase transaction data to the charge card contractor for

subsequent processing into the charge card contractor database and the DLA Energy financial

system for customer billing.

i. When the use of a U.S. Government AIR Card®

is refused at non-contract locations, flight

crews:

(1) May contact the charge card contractor for assistance and authorization for a one-

time acceptance of the U.S. Government AIR Card® at the 24/7 customer support telephone

number printed on the back of each card.

(2) May use the U.S. Government AIR Cards® at several commercial locations where

the charge card contractor has established merchant agreements.

(3) May use an SF 44, “Purchase Order-Invoice–Voucher,” for payment purposes.

7.5. LOST OR STOLEN U.S. GOVERNMENT AIR CARD®. The U.S. Government

official immediately notifies the home station unit CO or AO, the charge card contractor, and

respective CPM whenever a card is lost or suspected stolen.

7.6. ESTABLISHING A U.S. GOVERNMENT AIR CARD® ACCOUNT. Authorized

personnel may set up a new U.S. Government AIR Card

account by providing the A/OPC with

a completed AO Nomination Form, completed training certificate, and DD Form 577.

Authorized users:

a. Complete the AO Nomination Form on the DLA Energy website with the:

(1) Unit name and mailing address.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 37

(2) Unit DoDAAC.

(3) Unit POC with phone number (DSN and commercial).

(4) Billing address and fax number of the CO assigned to the account.

(5) Billing DoDAAC.

(6) Sub-account processing code (account processing code, JON, (TEC, organizational

code, A/OPC)), if applicable.

(7) Fund code.

(8) Signal code.

(9) Supplemental DoDAAC, if required by the signal code.

(10) Billing office POC with phone number (commercial number).

(11) Data for each aircraft, specifically, tail number and model description series type,

e.g., AH64.

(12) Address of other office(s) to receive information copy of invoices (optional).

(13) E-mail address of unit or activity POC (optional).

(14) The supervisor’s signature on the AO nomination form.

b. Submit the AO Nomination Form with a DD Form 577 signed by the supervisor and the

AO or CO to DLA Energy at [email protected].

7.7. DISPUTED OR ERRONEOUS U.S. GOVERNMENT AIR CARD® BILLINGS.

a. Corrective Actions at Time of Delivery. When discrepancies occur during a purchase

transaction, the cardholder:

(1) Attempts to resolve any discrepancy with the fixed base operator whenever possible.

(2) Notifies the AO of the discrepancy and advises whether the fixed base operator

corrected the discrepancy.

(3) Reviews and verifies that only valid charges appear on the delivery receipt if the

fixed base operator resolved the discrepancy at time of delivery.

(4) Immediately notifies the applicable AO, the merchant, and the charge card contractor

and requests error correction before billing, if the discrepancy was not resolved at the time of

delivery.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 38

(5) With the notification, the AO will provide the:

(a) Delivery receipt number.

(b) DoDAAC.

(d) Explanation of the disputed charge or billing.

(e) Aircraft mission design series or type mission series.

(f) Aircraft tail number or bureau number.

(g) Military standard requisitioning and issue procedures document number if

available.

(6) Verify the validity of all charges upon receipt of the invoice or bill.

(7) Initiate a formal dispute if billed charges are incorrect.

b. U.S. Government AIR Card® Fuel Charge Formal Dispute.

(1) The AO:

(a) Directs all questionable fuel card charges to the DLA Energy Help Desk at 1-800-

446-4950, DSN 697-6733/36/37/38 or by e-mail at dlaenergyhelpdesk@dla.mil.

(b) Submits the information listed in Paragraph 7.7.a.(5) to the help desk to initiate a

U.S. Government AIR Card® billing dispute.

clearly identified.

(2) The DLA Energy Help Desk coordinates with the DLA Energy-QEVK account

managers to determine appropriate POCs and corrective action.

c. U. S. Government AIR Card® Duplicate Billing of Fuel Purchases. The DLA Energy-

QEVK:

(1) Coordinates with the CPM upon receipt of a DLA Energy Help Desk ticket and

required billing information.

(2) Reviews transaction details and confirms that duplicate billing has occurred.

(3) When appropriate, directs the charge card contractor to correct the billing

discrepancy via submitting a corrective transaction for processing in the DLA Enterprise

Business Systems. This applies to both contract and non-contract purchases.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 39

d. U.S. Government AIR Card® Erroneous Billing Due to Aircraft Transfers. The

losing and gaining aircraft organizations coordinate the transfer of funds and corrective processes

using the SF 1081, “Voucher and Schedule of Withdrawals and Credits.”

e. Incorrect Invoice Data or Information. When an invoice cites an incorrect card

number, quantity, organization, or related data, the DLA Energy-QEVK:

(1) Reviews the transaction data processed by the charge card contractor.

(2) Requests a copy of the merchant invoice.

(3) Requests that the charge card contractor provide a corrected invoice or bill upon

validation of a customer dispute.

f. Payment Procedures for Non-fuel Supplies and Services. The aircraft organization

makes direct payment to the charge card contractor for non-fuel charges incurred by assigned

aircraft during the billing cycle. Fuel charges are billed separately to DLA Energy and are

therefore not charged in the invoice or billed dollar amount on charge card contractor billing

statement. For informational purposes, fuel purchase information is provided on the invoice by

contract line item number, item description (fuel type), and quantity and unit of measure (gallons

or liters). The AO:

(1) Uses the invoice information to cross-reference all charges incurred during the

fueling.

(2) Contacts the specific merchant to reconcile the discrepancy for a questionable charge.

Reconciles the printed merchant name and telephone number on the U.S. Government AIR

Card® delivery ticket with the charge card contractor billing or invoice statement. The merchant

should credit the account for discrepant or erroneous billing.

(3) Immediately notifies the charge card contractor of questionable charges and requests

that the charge card contractor initiate or record an official dispute action whenever a

discrepancy cannot be resolved with the merchant.

(4) Completes the last page of the billing statement to identify both the paid charges and

disputed charges.

(5) Certifies the statement using the applicable DoD Component or Participating Agency

specific procedures or as outlined in Chapter 5 of Volume 5 of DoD 7000.14-R. Sends the

statement to the local Defense Finance and Accounting Service (DFAS) office and includes the:

(a) Printed and typed name of the authorized CO.

(b) Signature of authorized CO.

(d) Dollar amount for payment and the disputed dollar amount.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 7: U.S. GOVERNMENT AIR CARD® PROGRAM 40

(e) Disputed amount and the amount of credits to apply on the statement.

(6) Sends the billing statement to the local DFAS office with payment less any disputed

charges identified on the disputed invoice.

(7) Verifies that any credits due or withheld payments for a particular bill are reflected

on a subsequent bill to avoid a delinquent charge.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 41

SECTION 8: SF 44 FUEL PURCHASES

8.1. SF 44 FUEL PURCHASES WHERE MERCHANT AGREES TO INVOICE DLA

ENERGY.

a. Authorized users of the SF 44:

(1) Provide data necessary to record fuel purchase transactions accurately for subsequent

billing and payment.

(2) Document fuel purchases on a separate SF 44 from ground services and other

authorized products since the merchant must invoice DLA Energy for the fuel portion of the

invoice and the customer home station payment office for any non-fuel product and services.

b. The aircrew:

(1) Presents the SF 44 as the purchase invoice when a non-contract refueling or ground

service merchant refuses to accept the U.S. Government AIR Card®.

(2) Completes the SF 44 and attaches it to the merchant vendor ticket or invoice when

the merchant also declines use of the SF 44 and uses its own invoice or receipt.

(3) Provides the merchant a copy and retains copies 1 and 2 of the SF 44.

(4) Forwards copy 1 of the SF 44 and 1 copy of the merchant’s commercial invoice, if

applicable, from the merchant to:

DLA Finance J822

Energy Support Office - ESOF

1014 Billy Mitchell Blvd

San Antonio, TX 78226-1859

(5) Receives and retains copy 3 of the SF 44 and 1 copy of the merchant commercial

invoice if applicable.

(6) Presents all fuel purchase receipts to the designated aviation squadron CO or AO

upon return to home station to enable timely validation and financial obligation.

c. DLA Finance J822 Energy Support Office:

(1) Certifies and processes the merchant invoices for fuel through DFAS-CO for

merchant payment.

(2) Records the transaction to base-level support applications for tracking and customer

billing.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 42

d. In accordance with the Schedule 3 of Volume 4 of Defense Logistics Manual 4000.25,

DFAS-CO retains a copy of the SF 44 and all supporting documentation on file for a period of 6

years and 3 months after payment is made to the vendor. DFAS-CO only retains SF 44s for

petroleum purchases.

8.2. SF 44 FUEL PURCHASES WHERE THE MERCHANT REQUIRES CASH

PAYMENT. Cash fuel purchases are only authorized when DoD Directive 4500.54E requires

cash payment or when refueling operators outside the United States refuse U.S. Government AIR

Card® or SF 44 invoicing processes. These procedures do not apply to non-fuel products or

services.

a. Aircrews required to pay cash for aviation fuel purchases:

(1) Obtain a cash advance from the supporting DoD finance office in accordance with

Service-specific guidance before departure from their home station.

(2) Account for cash advances in accordance with Service-specific guidance.

(3) Complete the SF 44 and obtain the required annotations from the merchant on the

SF 44.

(4) Present the completed SF 44 (for non-fuel charges only) to the appropriate home

station personnel for processing, e.g., wing refueling document control officer or finance office.

b. Commanders may request reimbursement for fuel purchases from the DLA Finance

Energy Support Office (DLA Finance J822-ESO).

c. DLA Finance J8 will not approve reimbursement requests without sufficient supporting

documentation.

d. Commanders provide DFAS-CO with the appropriate documentation for processing

approved DLA Energy reimbursement actions.

e. DFAS-CO:

(1) Reimburses the applicable DoD finance office from the Defense Working Capital

Fund.

(2) Processes the reimbursement and provides DLA Energy copies of the completed SF

44 and the supporting documentation for the reimbursement.

f. DLA Energy:

(1) Provides a copy of the completed SF 44 to the fuel customer indicating the

reimbursement action is completed.

(2) Processes the purchase and subsequent sale transactions into the DLA Energy system

of record.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 43

(3) Completes this processing to formally acknowledge the purchase and sale of product

and bills the DoD end-use customer at the DoD local purchase standard price for non-contract

commercial purchases for SF 44 purchases of ground services and other approved products (not

fuel).

(4) Completes a separate SF 44 in compliance with the SF 44 data requirements in

Paragraph 8.3.

(5) Provides the merchant copies 1 and 2 of the SF 44. The merchant will use copy 1

and 1 copy of the merchant commercial invoice, if applicable, to bill or invoice the purchasing

organization directly. The SF 44 will reflect the organization name and address of the finance

office responsible for payment to the merchant.

g. The purchasing organization makes payment to the merchant upon receipt of an invoice.

8.3. SF 44 DATA REQUIREMENTS.

a. The SF 44 is a controlled form available through the Federal Supply Service using stock

number 7540-01-152-8068. Users may contact Federal Supply customer assistance at 800-525-

8027 to order the forms.

b. Card users complete the SF 44 for fuel purchases in accordance with the DoD

Government Charge Card Guide Book and as indicated in Figure 2 with the mandatory data

requirements:

(1) Date of Order. Enter the date of purchase.

(2) Order Number. Leave blank if for fuel purchase only. Units are no longer required

to provide a requisition or transaction document number since a military standard requisitioning

and issue procedures document number will be assigned by the Energy Business Systems using

the following construct: Customer DoDAAC + Julian date + (Open Market Purchase(FA)) + 2

alpha/numeric character sequence number, (e.g., FP44184145FA01). For non-fuel product and

services, enter the appropriate document serial number for the purchaser’s unit.

(3) Print Name and Address of Seller. Print fuel vendor’s name and address.

(4) Furnish Supplies or Services to. Print the wing, squadron, unit name, and complete

mailing address. Information may be pre-printed on forms by the units.

(5) Supplies and Services. Enter an itemized list of fuel or other authorized services or

products purchased. Indicate the grade of the fuel purchased (such as, Jet A-1 with fuel system

icing inhibitor, Jet A without additives, Jet B, and so forth). Document fuel purchases on a

separate SF 44 from ground services and other authorized products.

(6) Quantity. Enter the quantity of each itemized purchase item. For fuel also enter the

unit of issue (e.g., gallons or liters).

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 44

(7) Unit Price. Unit price for each itemized purchase item and type currency (e.g., U.S.

dollar, euro, lira).

(8) Amount. Total cost for each itemized purchase item and type currency (for example,

U.S. dollar, euro, lira).

(9) Agency Name and Billing Address. Include the agency name and billing address on

each SF 44 for fuel purchases, for ground services, and for other authorized products. Complete

a separate SF 44 for:

(a) Ground services and authorized non-fuel items, entering the name and address for

the purchaser’s billing or paying office.

(b) Fuel purchases only, entering the following address:

DLA Finance J822

Energy Support Office - ESOF

1014 Billy Mitchell Blvd

San Antonio, TX 78226-1859

(10) Total. Enter the total purchase cost and currency type (for example, U.S. dollar,

euro, lira).

(11) Discount Terms. Leave blank. To be completed by paying office.

(12) Date Invoice Received. Leave blank. To be completed by paying office.

(13) Ordered by. Signature of crew member acknowledging receipt of products or

services.

(14) Purpose and Accounting Data. Enter the following purchaser line-of-accounting

data.

(a) DoDAAC of purchasing organization.

(b) Sub-account code: Account processing code (Army); TEC (Navy); organization

code (Air Force).

Air Force and Army, or bureau number for Navy.

(d) Fund code and signal code.

(e) Supplemental DoDAAC if other than signal code A is used (identifies bill-to

activity).

(15) Received by. Printed name of aircrew member receiving the product or service.

(16) Title. Title of aircrew member receiving the product or service.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 45

(17) Date. Date of signature and purchase.

(18) Seller Section, Payment Received. To be completed by the merchant.

(a) If cash payment, ensure the SF 44 indicates the total cash paid or received in the

appropriate block.

(b) Merchant representative must sign and date the SF 44.

(19) CO. To be completed by office processing the invoice.

(a) DLA Energy certify and complete this section for all fuel items, and forward the

invoice to DFAS-CO for payment to the merchant.

(b) The purchasing organization or their paying office will certify and complete this

section for non-fuel services and products.

(20) Paid by, Date Paid, Voucher Number. To be completed by the office making the

payment to the merchant.

(a) These blocks will be completed by DFAS-CO when the item is a fuel item.

(b) The purchasing organization paying office will complete this section of the form

for non-fuel services and product.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

SECTION 8: SF 44 FUEL PURCHASES 46

Figure 2. SF 44 Example

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

GLOSSARY 47

GLOSSARY

G.1. ACRONYMS.

AIR Aviation Into-plane Reimbursement

AO accountable official

A/OPC agency or organization program coordinator

CARNET aircraft tail number or nose number

CO certifying officer

CPM component program manager

DFARS Defense Federal Acquisition Regulation Supplement

DFAS Defense Finance and Accounting Service

DFAS-CO Defense Finance and Accounting Service - Columbus

DIN driver identification number

DLA Defense Logistics Agency

DLA Energy-QEVK DLA Energy Fuel Card Program Management Office

DLA Finance J822 DLA Finance Energy Support Office

DLA Energy-PH DLA Mobility Fuels Card Programs Division

DoDAAC DoD activity address code

DSN Defense Switched Network

FET Federal excise tax

GFC government fuel card

GSA General Services Administration

JON job order number

KO contracting officer

MCC merchant category code

OMB Office of Management and Budget

OO ordering officer

PMO program management office

POC point of contact

POS point of sale

SEA Ships’ Bunkers’ Easy Acquisition

SET State excise tax

SF standard form

SOU statement of understanding

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

GLOSSARY 48

TEC type equipment code

UIC unit identification code

G.2. DEFINITIONS. These terms and their definitions are for the purpose of this volume and

will serve as standard terminology for DoD supply chain materiel management of energy

commodities and services.

A/OPC. Manages and ensures the integrity of the card program in accordance with the

procedures in the DoD Government Charge Card Guide Book.

The Army designates its A/OPC level of responsibility. The Navy CPM designates an

agency program coordinator for the Navy hierarchy-level role of the A/OPC.

backhaul. Cargo carried on a return trip.

CARNET. The aircraft tail number or nose number.

continental United States. The States, less Alaska and Hawaii, including the District of

Columbia.

demurrage. A charge associated with rail and water port operations against a consignor or

consignee for holding carrier equipment beyond the allowable free time for loading and

unloading, for forwarding directions, or for any other purpose authorized and documented by the

consignor or consignee. It may also be a charge to shippers accruing from the time the container

is discharged from the vessel. Charges for demurrage are in addition to all other transportation

charges.

dispute. An event where the validity of the transaction itself is in question as to whether the

transaction actually occurred as billed or was the result of a purchase by a valid DoD card user.

DoD aircraft. Aircraft owned or operated by the DoD Components, including aircraft operated

by the Army, Navy, Air Force, and Marine Corps Reserves and by the Army National Guard of

the United States and the Air National Guard of the United States.

DoD fleet. Vehicles or equipment that are owned or are under individual lease by DoD

Components.

DoD Fleet Card. A fuel charge card to provide DoD and the U.S. Coast Guard a means to

procure ground fuel, parts, maintenance, and roadside assistance worldwide at commercial

service stations while conducting official government business. The card is limited to vehicles

owned or leased by DoD. The program is managed by DLA Energy under a tailored task order

with the GSA Smart Pay®2 contract.

dry lease. A DoD Component or Participating Agency vehicle lease from GSA where the DoD

Component or Participating Agency must provide for its own fleet maintenance and maintenance

management needs.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

GLOSSARY 49

GFC programs. Programs that provide mechanisms for DoD Components and Participating

Agencies to purchase fuel and services from participating suppliers.

Open Market. A module in the SEA Card® Program.

POS data. Product grade, quantity, unit of issue, receipt date.

SEA Card® Program. An electronic order, receipt, and invoice system that allows the Military

Services, Coast Guard, and authorized Participating Agency vessels to purchase fuel from

commercial ship refueling merchants. Provides a secure internet-based solution to marine fuel

procurement challenges.

Swipe SEA Card®. Provides the Military Services and Participating Agencies with a charge

card to purchase fuel up to the simplified acquisition threshold of $150,000 and in support of

vessels that cannot meet the minimum quantity on DLA Energy bunker contracts. The card is

intended for use at marinas where small boats can “gas and go.”

United States. The several States, the District of Columbia, the Commonwealths of Puerto Rico

and the Northern Mariana Islands, American Samoa, Guam, Midway and Wake Islands, the U.S.

Virgin Islands, any other territory or possession of the United States, and associated navigable

waters, contiguous zones, and ocean waters of which the natural resources are under the

exclusive management authority of the United States.

U.S. Government AIR Card®. Provides the Military Services and Participating Agencies a

means to procure aviation fuel, fuel-related supplies, and approved ground services worldwide at

both DLA Energy contract locations and commercial airports. The card is embossed with the

aircraft tail or side number or the Navy UIC, Branch or Agency, the charge card contractor logo,

and the card number. The U.S. Government AIR Card®

can be electronically swiped (if the

facility is equipped), mechanically imprinted, or hand-scribed onto a commercial delivery ticket

or a DD Form 1898.

wet lease. A DoD Component or Participating Agency vehicle lease from the GSA that provides

the lessee (the using agency or component) with an array of fleet maintenance and maintenance

management services.

DoDM 4140.25, Volume 3, March 2, 2018

Change 2, April 3, 2019

REFERENCES 50

REFERENCES

Code of Federal Regulations, Title 5

Defense Federal Acquisition Regulation Supplement (DFARS), current edition

Defense Logistics Manual 4000.25, Volume 4, “Military Billing System (MILSBILLS),”

May 11, 2012, as amended

Deputy Secretary of Defense Memorandum, “Establishment of the Office of the Under Secretary

of Defense for Research and Engineering and the Office of the Under Secretary of Defense

for Acquisition and Sustainment,” July 13, 2018

DLA Energy P-8, “DoD Fleet Card Program,” March 2, 2014

DoD 7000.14-R, “DoD Financial Management Regulations,” dates vary by volume

DoD Directive 4500.54E, “DoD Foreign Clearance Program (FCP),” December 28, 2009, as

amended

DoD Directive 5134.12, “Assistant Secretary of Defense for Logistics and Materiel Readiness

(ASD(L&MR)),” May 25, 2000, as amended

DoD Instruction 1000.30, “Reduction of Social Security Number (SSN) Use Within DoD,”

August 1, 2012

DoD Instruction 4140.25, “DoD Management Policy for Energy Commodities and Related

Services,” June 25, 2015, as amended

DoD Government Charge Card Guide Book for Establishing and Managing Purchase, Travel,

and Fuel Card Programs, May 30, 2014

DoD Manual 8910.01, Volume 1, “DoD Information Collections Manual: Procedures for DoD

Internal Information Collections,” June, 30, 2014, as amended

Office of Management and Budget Circular Number A-123, “Improving the Management of

Government Charge Cards, Appendix B,” January 15, 20092

U.S. National Archives and Records Administration, Records Schedule

United States Code, Title 28

Available on the Defense Procurement and Acquisition Policy website

https://www.acq.osd.mil/dpap/pdi/pc/policy_documents.html

Available at

https://www.whitehouse.gov/sites/default/files/omb/assets/agencyinformation_circulars_pdf/a123_appendix_b.pdf