BEST PRACTICES - Voyager Cards - 110

The policy that governs the use of university vehicles is: FAC 204: Fleet Service

The Voyager Card is the method of payment for fueling official Arizona State University (ASU) vehicles and gasoline-powered equipment. It is issued by (and the property of) Voyager Fleet Systems, Inc. There is one card issued per vehicle, and each card contains the vehicle number, “Arizona State University”, vehicle description, a unique 15 digit card number, and another unique “RC” number in the format: RCxx mmyy embossed on the card. The four digits after RCxx indicate the month/year of expiration. The back of the card has an encoded magnetic strip to “swipe” at the pump or credit card terminal, and a toll-free telephone number to call for assistance or to report a lost or stolen card. If a department uses a lot of fuel for various machines, generators or tools (such as lawn mowers, trimmers, leaf blowers, etc. ), they may want to consider obtaining a separate card (one card for all equipment – not one card per piece of equipment) for those purchases to more easily separate fuel specifically used for vehicles. ASU must annually report all fuel usage to the state.

The Voyager Card can only be used for fueling ASU vehicles and equipment. It can not be used for dispensing fuel into personal vehicles or equipment, or into containers for subsequent personal (non-ASU) use. Please contact University Services to facilitate issues regarding the operation of ASU vehicles, including the Voyager Card.

Use of the Voyager Card

The Voyager Card can be used at all major gas stations, except for AM/PM.

A master log needs to be maintained of all vehicles (with vehicle number, description, year, fuel type, and fuel tank capacity) and corresponding Voyager Card information by each department, including a current list of the authorized drivers. A transaction log also needs to be maintained to account for all card usage. This transaction log will make it easy to track monthly fuel expenses by vehicle.

When refueling an ASU vehicle, the card assigned to the specific vehicle needs to be “logged out” to the driver. The card can be used at the self-service pump, or given to the cashier inside to process the transaction. When using the card, the operator will be prompted to enter a Driver ID (pin number). The Driver ID is located on the front of the card, and is the 6 digit number following the word “VEHICLE” embossed on the card. The operator will then be prompted to enter the current odometer reading of the vehicle.

The operator must purchase the lowest priced (regular unleaded) fuel available, unless diesel fuel is required. The Voyager Card is to be used for fuel only; purchases of car washes, maintenance/repairs, and/or general merchandise are prohibited on the Voyager Card.

Upon return to the department, the driver needs to turn in the card to the appropriate custodian, as well as the receipt that indicates the type, quantity and dollar amount of fuel purchased. The receipt needs to include the odometer reading, vehicle number, and the driver’s signature or initials. All of the following information needs to be included on the transaction log:

Review of Voyager Card Transactions

A designated person in each department is to be assigned the responsibility of accounting for all vehicle expenses, including fuel. This person should not be someone that regularly drives departmental vehicles. For small departments that don’t allow for adequate segregation of duties, secondary review needs to be performed at the Dean’s Office or Vice President’s Office. The reviewer is responsible for ensuring that all supporting documentation is present, that the quantities purchased are reasonable (based on fuel capacity and the time and mileage since last fill-up), and that the proper grade/type of fuel was purchased.

Each month, University Services receives the master bill for ASU from Voyager, and charges the various departments across all four campuses via II billings in Advantage. The amounts are charged by vehicle number and should match to the transaction log maintained in each department. If there is a discrepancy, contact ASU Facilities Management at the Tempe campus (480-965-1813). They can provide more detailed back-up documentation to help resolve the discrepancy. Following the review of the monthly log of each vehicle and verification to the II billings, the reviewer needs to sign and date the monthly transaction log(s) to indicate completion of the review. All logs and supporting documentation must be maintained in the department for five years.

As with the ASU purchasing card and all ASU financial activity, all employees and departmental/school/college supervisors are responsible for ensuring that university policies and procedures are complied with. If an employee misuses the Voyager Card, then the secondary review process should be able to detect the misuse in a timely manner. Please remember that ABOR has made it clear that not only will the perpetrator of intentional misdeeds go punished, but the supervisor may also be held accountable if such a misdeed would have been caught as part of the normal review process.

Templates for the master vehicle log and monthly transaction log are listed below.

Forms

Master Log of Departmental ASU Vehicles and Gasoline Powered Equipment - MS Excel

Monthly Fuel Transaction Log - MS Excel