Disbursement Center Responsibilities
The Disbursement Center will use the US Bank Voyager Fleet software for the following:
- Obtain and issue fuel cards and employee PINs for the purchase of fuel in the course of University business with the department’s authorization
- Add or delete department coordinators
- Provide training to department coordinators
- Maintain the card hierarchy
- Review the HR termination list to ensure that employees with a PIN are deleted
The Disbursement Center will pay the fuel bill in full on a monthly basis.
The Disbursement Center will distribute charges to departmental chartstrings on a monthly basis.
A fuel card department coordinator must be assigned for each department. The department coordinator will be responsible for the following:
- Keep documentation on each fuel card assigned to vehicles
- Keep documentation on authorized drivers, including the cardholder agreement
- Obtain login and training on US Bank Voyager Fleet software
- Ensure a timely, monthly reconciliation of each card (comparing receipts with the reports) assigned to your department
- Maintain all receipts and reconciliations for seven years (this can be electronic)
- Request the new card and/or new driver PIN by emailing the PurCard Team
- Notify the PurCard team of any cardholder name changes
- Immediately cancel PINs for drivers who no longer have a need to fuel a vehicle (e.g., termination/resignation, transfer to another department, change in job responsibilities, etc.) by notifying the PurCard team
- Immediately cancel cards that are lost/stolen or those that are assigned to vehicles that are no longer in service by notifying the PurCard team
- Regularly monitor odometer readings to ensure that appropriate mileage is being entered at the time of sale. Review transactions online regularly to ensure odometer readings are correct, and to spot transactions that are unusual for the department. Investigate unusual transactions.
- Report any potential misuse to the PurCard team immediately. The fuel card is not to be used for personal vehicles or for non-business purposes; it will be considered theft of property.
- Periodically review the fuel card operating procedures and responsibilities with departmental personnel to ensure all drivers are aware of the policies.