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                                                                                                    Date: April 18, 2011

Subject: ADS - Fleet Card Purchase Guidance and Record Keeping

Action Required: The 2nd Friday of every month beginning on May 13, 2011

Purpose. To provide employees with guidance on Collection and Recordkeeping of Receipts for Fleet Card purchases, receipts and vehicle logs per National Instructions 120_330 – NI 120_330 dated March 2011.

Expiration Date. March 14, 2012

According to National Instruction 120_330 - NI_120_330, Collection and Recordkeeping of Receipts for Fleet Card Purchases, receipts and vehicle logs must be maintained according to state’s direction. NHQ is currently working on guidance for NRCS; however, in the meantime, please adhere to this local bulletin.

All vehicle logs and receipts will be forwarded to Maine’s Fleet/Purchase Card Program Manager, Jerry Jacobs, by the 2nd Friday of each month with the previous month’s vehicle log and receipts. All receipts should have been forwarded to the State Office by February 28, please submit March and April’s by the 2nd Friday in May (May 13, 2011).

If a receipt cannot be found, you must use the attached hand receipt form to reconstruct the purchase.

In addition, fleet cards are restricted to the following transactions:

(1) Fuel (all types)
(2) Transmission Fluids
(3) Oil/Oil Changes
(4) Windshield Wiper Blades
(5) Windshield Washer Fluid
(6) Anti-Freeze
(7) Car Washes

Use of the Fleet Charge Card or Government Purchase Card is strictly prohibited for the following:

(1) Purchase food, beverages, or other miscellaneous personal items.
(2) Pay any State or local traffic or parking violations that are obtained while driving   a motor vehicle owned or leased by the Government.

Use of the cards for these types of purchases could result in disciplinary action.

Use of a purchase card instead of an authorized fleet charge card to buy fuel or maintenance services for USDA fleet vehicles, non-fleet vehicles, and non-fleet equipment is prohibited, unless authorized by the Fleet Card Program Manager.

Contact. Please direct all questions regarding Collection and Recordkeeping of Receipts for Fleet Card purchases to the Fleet/Purchase Card Program Manager at (207) 990-9584 or

/s/  Juan C. Hernandez

State Conservationist

The following document requires  Adobe Acrobat (.pdf)

Attachment 1 - National Instruction 120_330 (.pdf)
Attachment 2 -  Hand receipt form (.pdf)