ARI Fleet Card Handbook Government of Canada Edition

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1 ARI Fleet Card Handbook Government of Canada Edition Keep this Booklet in the Vehicle for Ready Reference

2 Handbook for Users of the Government of Canada/ARI Financial Services Inc. Fleet Card and/or ARI s MasterCard An electronic copy of the information provided in this handbook is available online at The Government of Canada (GC)/ARI Financial Services Inc. (ARI) Fleet Card and/or ARI s MasterCard is only valid for authorized purchases of supplies and services essential to the operation of land vehicles, air and marine craft, and motorized equipment owned or leased by departments and agencies of the Government of Canada. For purchases outside Canada, ARI s MasterCard option must be selected; please contact your responsibility centre manager or fleet manager for confirmation and/or activation. The purpose of the GC/ARI Fleet Card is to have in place a mechanism that allows client departments to benefit from the government tax exemption status, volume discounts and to capture information from fleet card transactions. Fleet Card Acceptance In an emergency situation, if a vendor does not accept the ARI fleet card, ARI will make arrangements to authorize and process the transaction. A list of fuel and/or maintenance suppliers who accept the ARI fleet card is available online at: Where only cash, cheques, or major credit cards (e.g., VISA, MasterCard, etc.) are accepted, the transactions must be reported to the responsibility centre manager and/ or fleet manager who can forward the transactions to ARI s Maintenance Department for entry in the vehicle s historical

3 database. Note: The Treasury Board Directive on Acquisition Cards allows for the Government of Canada acquisition card to be used for vehicle license fees, routine procurement of vehicle supplies for the sole purpose of accumulating an inventory of items such as batteries, tires, oil, filters, spare parts, etc., or when a fleet card is not accepted by a supplier. Most Popular Types of Fleet Cards Vehicle-specific Fleet Card The Treasury Board Directive on Fleet Management: Light Duty Vehicles requires departments and agencies to assign a separate fleet card to each individual vehicle in order to capture vehicle-related expenditures for entry in a fleet information management system. The use of ARI s Vehicle-specific Fleet Card for the purchase of all fuel, repairs and maintenance for the operation of a government vehicle in Canada satisfies this requirement. This card can be linked to a variety of programs that are detailed in the standing offer with ARI. A Vehicle-specific Fleet Card should be used only for the vehicle or equipment it is assigned to and all transactions not paid using the fleet card, including warranty work, must be reported to ARI s Maintenance Department and/or entered in the vehicle s historical database. Non Vehicle-specific Fleet Card A Non Vehicle-specific (or Non-specific) Fleet Card should not be issued to a regular fleet vehicle but rather used for short term rentals, as a spare fleet card or for various pieces of equipment. A Non Vehicle-specific Fleet Card can also be linked to variety of programs as specified in the standing offer with ARI. The supplies and services that can be obtained with the fleet card are limited to those needed for the operation and maintenance of government vehicles and equipment. They include: From oil companies - fuel, oil, lubricants, anti-freeze, filters, windshield washer solvent, de-icing fluid,

4 routine services such as tire repairs, battery charging, lubrication, washing, towing and emergency repairs; From maintenance and repair firms - all normal maintenance and repair services and parts essential to the operation of the government fleet; From tire outlets - the purchase of tires in accordance with the pricing structure in the Tire and Tube Standing Offer Agreement. Purchases of supplies and services using the fleet card should primarily and normally be made from suppliers with which the federal government has a national standing offer. However, where no Federal Government standing offer exists or when ARI s own supplier can offer a more competitive price, purchases can be made from those companies and businesses with whom ARI has a supplier agreement. Notwithstanding the foregoing, client departments may request that certain goods or services be purchased from a specific local supplier not necessarily holding a national standing offer agreement. In such cases, the client department is required to communicate with the ARI prior to any purchases. Any cash rebates and/or reward (Loyalty Points) to the fleet card users are not permitted under any circumstances. Any atpump rebate must be credited directly on the card slip. Toll-free Telephone Number on the Fleet Card A toll-free telephone number, valid Canada-wide, is on all fleet cards for the approval of non-fuel purchases and/or services that exceed the fleet card limit as established by the client department, and/or for the approval of other services selected by the client department. Financial Limit Embossed on the Fleet Card Authorized purchases of supplies and/or services below the dollar limit embossed on the fleet card can be made without having to contact ARI. Individual transactions for non-fuel purchases that exceed the dollar limit shall require the supplier to contact the ARI Maintenance Department

5 ( or ) before proceeding with the required transaction. Although the dollar limit does not apply to fuel purchases, ARI has a mechanism and procedures in place to capture and report unusual spending patterns. Lost, Stolen or Cancelled Fleet Cards In the event of a lost, stolen or cancelled fleet card, the liability of the client department shall cease only after ARI is properly notified. Notification shall be deemed to have been given to ARI upon receipt of a facsimile at , to or verbally via its toll-free telephone number which is also printed on the fleet card. Verbal notification of lost and stolen cards must also be confirmed by written notification. Access to the telephone service shall be on a 24 hour-per-day/every day basis (written confirmation should be followed within the next business day). ARI shall be liable for all amounts charged on the fleet card after having been properly notified that the fleet card was lost, stolen or cancelled. Replacement Fleet Cards The communication tools specified for the reporting of lost, stolen or cancelled fleet cards can also be used for reporting worn or damaged fleet cards. After having obtained a replacement card, the old card must be destroyed. ARI shall send the new/replacement fleet card(s) to the location specified by the client department within three (3) working days of application or notification of the loss, theft or damage of a fleet card(s). Fleet Card Services The agreement/standing offer with ARI offers many services and programs that may not be listed below. The following provides information on some of the most popular programs. Verify with your supervisor, responsibility centre manager or departmental fleet manager to ascertain if your department has subscribed to any of these ARI programs:

6 Vehicle Maintenance Advisory Program; Maintenance Program; Preventative Maintenance Program; Repair Parts Program; Accident Management Program; Emergency Roadside Assistance Program; Higher Fleet Card Limit and Greater per Transaction Capability; Multiple Fleet Cards per Vehicle; Outside Canada Purchasing Capability; Fleet MasterCard. Vehicle Maintenance Advisory Program Most client departments have subscribed to ARI s Vehicle Maintenance Advisory Program. Under this program ARI provides users and suppliers/vendors with direct toll-free telephone access to an Ontario Class A or equivalently qualified mechanics. The following are provided by the ARI Maintenance Technicians upon receiving a call: Respond to each call within an average of one (1) minute but no more than three (3) minutes and provide required advice in the Official Language of the calling party from a qualified mechanic or specialist in realtime; Confirm that a valid fleet card is being used to cover the repair/maintenance activity; Inform the calling party of applicable manufacturers recalls, policy adjustments and service bulletins that may impact on service or repair that should be provided and/or the cost of such service or repair; Advise on the appropriateness of the requested repair in light of the vehicle repair history and the nature of the reported problem; Advise on the appropriateness of the repair price quoted in light of industry standards, available discounts, etc.; Advise on the applicability of existing, implied or potential (goodwill) warranties and/or policy adjustments as

7 they may apply to the requested repair and assist in obtaining the required work and/or reimbursement from the warrantor and or manufacturer/dealer; Advise on any other repair work that might be economically included with the requested repair; Advise on the appropriateness of the repair facility for the requested repair and any available alternative; Record the current vehicle odometer reading; Update the maintenance management database including the registration of the American Trucking Associations (ATA) codes; Audit each invoice originally approved by telephone against the actual invoice received to confirm that only authorized work was performed, only authorized parts were replaced, only authorized labour was charged, appropriate discounts were applied and the pre-agreed price was respected; and Provide upon written request by the client department, when available, a copy of any supplier/vendor invoice that may need to be verified. Such request or inquiry shall be responded to within a two (2) week period. Maintenance Program The holders of a Non Vehicle-specific Fleet Card or a Vehiclespecific Fleet Card shall be allowed to purchase routine vehicle and equipment maintenance services such as oil and filter changes, tire rotation, winterizing, engine tune-up, tire(s) or exhaust replacement, etc., but specifically excludes the acquisition of parts over and above those necessary to effectuate the required maintenance service. If this service is taken without the Vehicle Maintenance Advisory Program, the dollar limit embossed on the fleet card shall be $2,500. Preventative Maintenance Program ARI has a proactive preventive maintenance program that meets the minimum manufacturer s warranty guidelines and any other unique maintenance requirements that may be stated by the client department.

8 Repair Parts Program The users of this fleet card are allowed to purchase repair parts needed for vehicles or equipment outside the Maintenance Program, but are specifically excluded from purchasing labour services. Procurement of goods for the sole purpose of accumulating inventory of items such as batteries, tires, antifreeze, windshield washer fluid, oil, etc. is also prohibited. Accident Management Program This program has been designed to alleviate the administrative burden of accidents for both the driver and the responsibility centre manager and/or fleet manager. When a vehicle covered under this program is involved in an accident, the vehicle operator calls ARI to report the accident via a toll-free number ( ) and a ARI representative will advise the driver of the required procedures. Accidents occurring on weekends or holidays may be reported via the voice messaging system. The administration fee for this service is $ per accident claim. Emergency Roadside Assistance Program ARI provides basic roadside assistance, in both official languages, through the use of a toll-free telephone number ( ), valid Canada-wide and available on a 24 hour-per-day/every day basis. In addition to the repair costs, a $25.00 fee applies for this service. The following are some of the services provided under this program: Cold weather starting; Changing tire from rack to wheel; Lock and key service; Delivery of fuel to stranded vehicle; Arrangement to tow a disabled vehicle to an authorized service facility; Removal of stranded vehicle from snow or off the road; and Redirection of call to appropriate auto manufacturer in the event that the manufacturer s own Emergency roadside Assistance is still in effect for the vehicle

9 requiring assistance. Fleet MasterCard ARI s Fleet MasterCard provides users with broad range of benefits. The following provides details on these benefits: All ARI Fleet MasterCards are enabled only for the MasterCard merchant category codes related to vehicle maintenance and refuelling suppliers. Fuel Acquisition Same as the ARI vehicle specific or non-specific card with the exception that the card can be swiped at the pump. Note: Discounts are half cent per litre on this card. Maintenance and Repairs like the regular fleet card, authorized purchases of supplies and/or services below the agreed upon limit can be made without having to contact ARI. Individual transactions for nonfuel purchases that exceed the agreed upon limit, shall require the supplier to contact the ARI Maintenance Department ( or ) before proceeding with the required transaction. Although the dollar limit does not apply to fuel purchases, the ARI Fleet MasterCard has a mechanism and procedures in place to capture and report unusual spending patterns; USA MasterCard - Fuel purchases and emergency repairs. For emergency repairs, ARI is to be called for authorization. Financial limitation may vary. Suppliers Responsibilities The terms of the Standing Offer require the supplier to: Provide full details of the work performed, including parts and services, on a work order or sales slip; Enter the vehicle license and, where possible, departmental vehicle number on the sales slip; Obtain a legible signature from the person presenting the card; In those cases where a Government Identity Card is required, enter the Government Identity Card number

10 on the work order or sales slip; Provide one copy of the work order and sales slip to the person presenting the Fleet Card; Call ARI Financial Services Inc. for authorization when the dollar limit of a card with the Vehicle Maintenance Advisory Program is to be exceeded. Card User s Responsibilities It is the responsibility of the card user to: Turn in the sales slip and work orders to the appropriate paying office or supervisor in accordance with departmental procedures; Immediately inform his/her supervisor or Approval Office if a card is lost/stolen and report the loss by telephone to in accordance with the terms and conditions of the standing offer document; Inform his/her supervisor or Approval Office if a fleet card becomes worn or damaged and destroy the worn or damaged card after having obtained a replacement; Never leave a card in an unattended vehicle, air or marine craft. Discounts The current Pricing Insert shows the highest discounts (in cents/ litre or percentage of sale value) offered by suppliers for each type of product and service. N/A indicates product/service is not available, and N/D indicates a nil discount. The information in this driver information package and a comprehensive list of all suppliers including addresses, telephone numbers, fax numbers, contacts, standing offer/agreement numbers, discounts, address and general description of products and services available online at online at. Taxes Users should not question any tax shown on card vouchers since any exempt tax is deducted at the invoicing level.

11 REMEMBER - fraudulent use of a fleet credit card (e.g., receipt of kickbacks, theft, etc.) is a criminal offence against the Crown and may result in severe penalties. Driver Procedure when Involved in an Accident Drivers of departmental vehicles are, when possible, to take the following actions: Stop immediately; Take adequate precautions to prevent other vehicles from colliding with the damaged vehicle(s); Ensure that injured persons are rendered first aid and protected from further injury, and request medical assistance, as appropriate; Report the accident to police in accordance with provincial/territorial laws and regulations as they pertain to the reporting of motor vehicle accidents. If the police do not wish to visit the scene of an accident because of minimal damage, this shall be so recorded on the accident report; Refuse to sign any statement or release form or make any admission of blame or liability; Complete the Motor Vehicle Accident Notes, Canadian Government Standards Board Form GC24 (Cat. No ) with particular attention to obtaining the names and addresses of witnesses and the injured at the scene of the accident, if possible, and notify your responsibility centre manager and/or fleet manager. Several blank copies of this form should be kept in the glove compartment of each departmental motor vehicle. Note 1. - Treasury Board requires that every motor vehicle accident be investigated, the cause or causes determined, and appropriate corrective action taken. Additionally, a hazardous occurrence accident report must be completed in compliance with section 15.3 of Part XV, Hazardous Occurrence Investigation, Recording and Reporting, of the Canada Labour Code. In addition, departments should complete a copy of the

12 Motor Vehicle Accident Report (GC 46) form and maintain it, along with the vehicle s history file. Note 2. - Every province and territory has private or government run insurance companies as well as its own regulations on motor vehicle accidents and claims. Drivers must ensure that the appropriate procedures are followed. Arrange with the police for any necessary towing or removal of the departmental vehicle and remain at the scene until the police agree for your departure. Drivers can also contact ARI to activate the Emergency Roadside Assistance Program (a $25.00 fee is applicable) or the Accident Management Program (a $ fee is applicable) if their department has subscribed to either one of these two programs. Preventive Maintenance Schedule It is strongly recommended that you verify and comply with the manufacturers scheduled maintenance requirements in your vehicle s service manual/owner s manual. New Vehicle Warranty Every new vehicle is provided with a New Vehicle Warranty that identifies the vehicle as being entitled to parts and services at NO CHARGE to the owner. Although warranty details are outlined in the vehicle s service manual, if in doubt, call the ARI Maintenance Department for advice. All warranty work must be done at an authorized dealership of the manufacturer or be pre-approved by the manufacturer. Since most warranty work is performed on a no charge basis, the work performed is not normally reported to a ARI s Maintenance Department by the manufacturer s dealerships. Operators/drivers should obtain a copy of the dealership s work order when the repaired vehicle is picked up and forward the information to ARI s Maintenance Department for entry in the vehicle s historical database.

13 Tire Warranty Factory-installed tires are covered separately by the tire manufacturer s Tire Adjustment Policy and not by the vehicle manufacturer. All tire adjustments should be taken to the tire manufacturer s authorized dealership. Decreasing Energy Consumption and Reducing Harmful Emissions and Wastes. Using Alternative Transportation Fuels The Treasury Board Directive on Fleet Management: Light Duty Vehicles requires federal government employees to purchase low-level ethanol fuel (commonly referred to as E-10) for gasoline-powered vehicles, whenever available, when travelling for government purposes. This includes travel in a rented, leased, or government-owned vehicle. Fuel Conservation Avoid Unnecessary Idling. Turn off the engine if you are waiting for more than 30 seconds, and you are not in traffic. Some communities have idling control bylaws or anti-idling provisions in other by-laws to reduce unnecessary idling; In winter, most cars require only 15 to 30 seconds of idling before being driven. Driving slowly after idling for 15 to 30 seconds can help the engine warm up faster and reduce emissions; Maintain the proper tire pressure as specified by the manufacturer and verify the pressure at least once a week; Winter tires should be used on all vehicles during the winter season and should be replaced when out of season. All laws and regulations governing the use of winter tires on motor vehicles must be observed; Maintain moderate speeds and accelerate smoothly; Avoid abrupt stops and starts; Use optimum speeds for fuel economy. A steady speed of between 50 and 70 km per hour is usually the most fuel-efficient speed;

14 Use optimum gear shift points (refer to your driver s manual); When going up a hill, let the vehicle s speed drop off gradually or shift to a lower gear when necessary. Do not use cruise control when traveling on steep hills or mountains; When driving downhill, ease up on the accelerator and let gravity move the vehicle; Do not make unnecessary trips and plan your route to include all the places you have to go rather than making separate trips; Avoid rush hour traffic and streets that generally have heavy traffic; Avoid rough roads where possible; and, Ensure that preventive maintenance is carried out according to the schedule in the vehicle s service manual/owner s manual.

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