MasterCard Fleet Fuel Card

The MasterCard Fleet Fuel Card program enables departments and fleet managers to monitor and control the purchase of vehicle fuel, maintenance services, while providing reporting capabilities to evaluate the overall performance of University owned vehicles.

Card Acceptance & Controls

The MasterCard Fleet Fuel Card can be used to purchase vehicle gasoline and/or vehicle maintenance services from any service station that accepts a MasterCard credit card. The MasterCard Fleet Fuel Card provides options for spending limits which control the use of the card.

Fuel Only (FLT2)

• Monthly spending limit is set at $2,500.00
• Single purchase limit is set at $50.00
• Authorizations per day is set at 5
• Transactions per cycle is set at 50

Fuel & Maintenance (FLT1)

• Monthly spending limit is set at $5,000.00
• Single purchase limit is set at $1,000.00
• Authorizations per day is set at 5
• Transactions per cycle is set at 50

Product Options

The MasterCard Fleet Fuel Card can be issued as a "Driver-Assigned" or "Vehicle-Assigned" credit card. With a Driver-Assigned Card, only the assigned cardholder may use the fleet fuel card for purchases of fuel and/or maintenance. The cardholder is permitted to purchase fuel and maintenance services for multiple University owned vehicles. With a Vehicle-Assigned Card, multiple drivers will use a single fleet fuel card which is assigned to a particular University owned vehicle. The Vehicle-Assigned Card may only be used for purchases of fuel and/or maintenance for the assigned University owned vehicle. Multiple drivers may be authorized to drive a particular University owned vehicle.

Fleet Fuel Card Restrictions

MasterCard assigns a product or service specific four digit Merchant Category Code (MCC) to each of its suppliers. This code enables organizations like the University, to restrict certain purchase activity at suppliers accepting a MasterCard product.

Using the various MCC codes, the University has authorized use of the Fleet Fuel Card for fleet fuel and maintenance purchases only. Miscellaneous purchases and personal purchases at service stations and repair facilities are strictly prohibited.

Purchase Authorization

When a purchase authorization is requested by the supplier at the point-of-sale, the MasterCard system validates the transaction against the pre-set limits established by the University. Transactions are approved or declined based on pre-approved authorization criteria.

The authorization process occurs through an electronic system that supports the credit card services under the University's contract with Bank One. In addition, Purchasing Services and the Office of the Comptroller review management reports to effectively monitor the use of the Fleet Fuel card. These reports (see below) are available to cardholders and department Business Administrators upon request.

Reporting Capabilities

Comprehensive reports for managing fleet fuel card activity are available upon request. Reporting capabilities include:

• Prompted data such as a vehicle or driver number and odometer reading
• Product data such as product description, service, type, quantity, unit price and transaction amount
• Merchant data such as company name and address
• Period and year to date totals are calculated for vehicle fuel and non-fuel purchases, maintenance and purchases made at non-participating fuel suppliers (companies that accept MasterCard, but not provide enhanced data capture)
• Detailed data on every purchase transaction made with the fleet fuel card

Please direct all requests for Fleet Fuel Card, usage information, and management reports to Pat Baxter in the Office of the Comptroller.