Regular review and reconciliation of purchase transactions for vehicle fuel and repairs with the Postal Voyager Fleet Card is essential to protect the Postal Service™ from fraud, waste, and abuse.
Although the vast majority of transactions are correct, fraud and abuse do occur. More significantly, serious incidents of “credit card cloning” and fraudulent purchases by non-Postal parties have occurred recently in the Great Lakes and Pacific Areas. In addition, ongoing Sarbanes-Oxley (SOX) testing continues to reveal that 13 percent of randomly selected vehicle offices do not correctly complete reconciliation activities and are failing to detect duplicate, incorrect, or fraudulent charges. Left unnoticed and unchecked, these abuses cost the Postal Service millions of dollars annually.
Postmasters and local site managers must reconcile credit card transactions at least monthly and investigate and resolve unauthorized or unusual transactions promptly in the eFleet system. They also must dispute and report to Voyager any transactions that cannot be validated within 60 days of the original transaction using a USPS® Voyager Account Dispute form. Offices must also report any evidence of fraudulent activity to the Office of Inspector General. In addition, offices are to keep invoices and reports on file for 2 years. These procedures are explained in the Voyager Fleet Card Standard Operating Procedures located at http://blue.usps.gov/purchase/voyager/downloads/voyager_guide.pdf.
The eFleet Card System (FAMS-eFleet) allows postmasters and local site managers to accomplish the aforementioned monitoring and transaction validation. This system also highlights potentially questionable transactions as exceptions. You will soon see a requirement to add a comment documenting your examination results in FAMS for all high-risk transactions. It is recommended that you begin adding such comments now to familiarize yourself with the process before it becomes a mandatory SOX requirement. Training on current reconciliation procedures is available at http://blue.usps.gov/purchase/voyager/overview.shtml.
Direct any questions to Kimya C. Moore at 202-268-8525 or Donald R. Perrin at 202-268-2110. Postal Service financial accountability depends on you!
— Transportation Asset Management Category Management Center, Supply Management, 1-27-11
