![](media/image1.wmf){width="0.3229166666666667in"
height="0.3020833333333333in"}**[LIMIT EXCEEDED MESSAGES]{.underline}**

These messages warn that one of the card limits has been exceeded.

**USER MESSAGE**

One of the following:

-   *"Purchases exceed transaction dollar limit per transaction"*

-   *"Purchase exceed number of transactions per day"*

-   *"Purchases exceed gallons per transaction day"*

-   *"Eight or more Fleet card transactions per day for pool or
    equipment charges"*

-   *"Ten or more Fleet Card transactions in the thirty days per Fleet
    Card account"*

**ACTION**

Review cardholder transactions to determine whether card should be
withdrawn. Consult with management regarding possible disciplinary
action. Note results and describe actions in the COMMENTS field of the
*User Messages* window.

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height="0.2965277777777778in"}

**[MULTIPLE TRANSACTIONS ON SAME DATE TO SAME VENDOR USER
MESSAGE]{.underline}**

This alert is generated when a cardholder has multiple transactions on
the same date to the same vendor where combined transaction amounts
exceed the single purchase limit.

**USER MESSAGE**

*"More than one Fleet card transaction for the same vendor."*

**ACTION**

Review transaction details. Follow up with cardholder to determine
legitimacy of multiple transactions to same vendor on same date.
Consider whether transaction should be reviewed according to exceeded
limits guidelines. Note results in the COMMENTS field of the *User
Messages* window.

> ![](media/image1.wmf){width="0.3229166666666667in"
> height="0.3020833333333333in"}**[STATISCTICAL SAMPLING
> MESSAGE]{.underline}**

This message identifies records chosen for inclusion in a statistical
sampling survey.

**USER MESSAGE**

*"This transaction has been selected for statistical sampling."*

**ACTION**

Review the transaction details from the *User Messages* screen in PCMS
and answer the statistical sampling questions. Describe the actions
taken in the COMMENTS field of the *Audit Statistical Sampling* screen.

![](media/image2.png){width="3.11875in" height="2.3222222222222224in"}

[]{.mark}

[]{.mark}

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height="0.12430555555555556in"}

FLEET PCMS USER MESSAGES/ALERTS AND STATISTICAL SAMPLING REFERENCE GUIDE

![](media/image4.wmf){width="1.7201388888888889in"
height="1.7548611111111112in"}

######### Originated: August 2004 

![](media/image5.png)

Prepared by:

Office of Procurement and Property Management\
Procurement Systems Division

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**PURPOSE**

This is a reference guide for AFHC\\LFPCs when responding to alert
system messages in the *User Messages* window in PCMS. Included is a
description of each message, the text of the message and actions
necessary to resolve the alert. The PCMS Fleet alert system is an
integral tool for oversight of the Program and deter against fraud,
waste, and abuse. USDA policy states that use of the Fleet and\\or
Aviation card is for official government business purposes only. See
DR5400-6 *Fleet Credit Card*, for complete policy details.

**ACTION**

Following are the general steps an LFPC should follow when a User
Message is received:

-   Contact the person holding the Fleet card and discuss the reason the
    alert was generated.

-   Update Comments with a description of the steps taken.

-   Change ***Message Status*** to ***Read*** in PCMS Fleet User Message
    and ***Save*** User Message.

**[PROFILE ACCOUNTING MESSAGE]{.underline}**

This message warns that accounting data has been changed more than twice
a month.

**USER MESSAGE**

*"Profile Accounting changed more than twice in the month."*

**ACTION**

Contact the person holding the Fleet card for an explanation. Review the
accounting details in the *Fleet Profile Accounting window* in PCMS and
ensure that the information is accurate. Note results of review and
describe the actions taken in the COMMENTS field of the *User Messages*
screen.

**[HOLIDAY PURCHASE MESSAGE]{.underline}**

This message warns of potential non-business purchases.

**USER MESSAGE**

*"Purchase made on a holiday"*

**ACTION**

Contact the person holding the Fleet card for an explanation. Note
results in the COMMENTS field of the *User Messages* window.

**[DISPUTED TRANSACTION MESSAGE]{.underline}**

This alert warns the LFPC of a disputed transaction that has not been
resolved within 45 days of the dispute date.

**USER MESSAGE**

"*Transaction in dispute 45 days. All dispute documentation must be sent
to the bank within 60 days from purchase date.*"

**ACTION**

Review the transaction details from the *User Messages* screen in PCMS.
Note results of review and describe the actions taken in the COMMENTS
field of the *User Messages* screen. Be sure that all documentation has
been sent to the bank.

**[SUSPICIOUS PRODUCT CODE MESSAGE]{.underline}**

This message identifies transactions involving suspicious product codes.

**USER MESSAGE**

*"Invalid product code"*

**ACTION**

Review transaction details. Follow up with the person holding the Fleet
card to discuss any discrepancies and review legitimacy of the purchase.
Note results and describe actions in the COMMENTS field of the *User
Messages* window.

**[LOST OR STOLEN CARD MESSAGE]{.underline}**

This message warns that a card has been lost or stolen 3 or more times.

**USER MESSAGE**

*"Card has been reported lost or stolen 3 or more times."*

**ACTION**

Investigate circumstances of loss or theft to determine if fraud has
occurred. Consult with management regarding possible disciplinary
action. Note results and describe actions in the COMMENTS field of the
*User Messages* window.

**[UNRECOGNIZED TAG NUMBER MESSAGE]{.underline}**

This message indicates that the vehicle tag number is not entered in the
system.

**USER MESSAGE**

*"Tag Number xxxxxxxx is not in PROP. Please enter Tag Number into
PROP."*

**ACTION**

Verify legitimacy of tag number and add to system. Contact the person
holding the Fleet card for explanation if tag number is not legitimate.
Note results in the COMMENTS field of the *User Messages* window.

**[FUEL OTHER THAN PRODUCT CODES 25 AND 27 FOR AIRCRAFT
MESSAGE]{.underline}**

This message indicates an incorrect type of fuel was charged to an
aircraft card.

**USER MESSAGE**

*"Charges to aircraft for fuel other than product codes 25 and 27 which
are AV gas and Jet Fuel for an aircraft card."*

**ACTION**

Contact the person holding the Fleet card to determine whether incorrect
card or incorrect code was used. Correct accounting information
accordingly. Note results in the COMMENTS field of the *User Messages*
window.