21R0203_Attachment A 1 - Refund Calculation Reports.pdf
PDF 120 KB Posted
- Attached to
- Aviation Into-Plane Reimbursement (AIR) Card® Program Federal contract opportunity
- Solicitation number
- SPE608-21-R-0203
- Issued by
- Defense Logistics Agency Energy
About this file
This document outlines the reporting requirements for the Aviation Into-Plane Reimbursement (AIR) Card Program. The contractor shall provide quarterly refund reports including an AIR Card Refund Summary report, AIR Card Fuel Transaction report, and AIR Card Ancillary Transaction report. The Refund Summary report includes totals by branch of service for ancillary and fuel sales, refund amounts, and totals. The Fuel Transaction report provides details of non-contract fuel transactions including date, DoDAAC, branch of service, fuel type, quantity, price, amount, lift date, ICAO, merchant, and transaction ID. The Ancillary Transaction report similarly lists ancillary service transactions with processing date, DoDAAC, branch of service, service type, product code, amount, lift date, ICAO, merchant ticket number, and transaction ID. All reports are due the fifth business day following the end of each fiscal quarter to the distribution list.
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Text version
Solicitation No. SPE606-21-R-0203
AIR Card® Refund Report Requirements
The following requirements define how the Contractor shall produce the 1) DLA Energy AIR Card® Refund Summary report, 2) AIR Card® Fuel Transaction report and 3) AIR Card® Ancillary Transaction report. The reports are due on the fifth (5th) business day following the end of a fiscal quarter and should be sent to the individuals identified in the rebate report distribution list.
AIR Card® Refund Summary Report
The Contractor shall insert the fiscal year and fiscal quarter of the refund period in the report header.
Column headers include AIR Card® Branch of Services, Ancillary Total, Fuel Total, AIR Card® Ancillary Refund per BOS, and AIR Card® Fuel Refund per BOS.
Row headers include Air Force, Army, Coast Guard, Federal Civilian Agencies, Navy and Total
The Contractor shall provide each branch of service (BOS) sale totals, which include ancillary and non-contract fuel reported in the respective row and column on the AIR Card® Refund Summary report.
The Contractor shall calculate the Total row by adding the amounts in each column.
NOTE: The example assumes the award included a half percentage basis point.
AIR Card® Refund Summary for Fiscal Year: 22 Quarter 1
AIR Card® Branch of Services
Ancillary Total Fuel Total AIR Card®Ancillary Refund per BOS
AIR Card® Fuel Refund per
BOS
Air Force $5,000,000.00 $25,000,000.00 $25,000.00 $125,000.00
Army $2,000,000.00 $10,000,000.00 $10,000.00 $50,000.00
Coast Guard $200,000.00 $1,000,000.00 $1,000.00 $5,000.00
Federal Civilian Agencies
$350,000.00 $1,000,000.00 $1,750.00 $5,000.00
Navy $3,000,000.00 $5,000,000.00 $15,000.00 $25,000.00
Total $10,550,000.00 $42,000,000.00 $52,750.00 $210,000.00
AIR Card® Fuel Transaction Report
The report header is AIR Card® Fuel Transaction Report and include the date and time the report is generated.
Header2: AIR Card® Refunds for Fiscal Year: xx Quarter: x. The fiscal year and quarter should identify the fiscal year and fiscal quarter refund reporting period.
Header3: Refund period: Insert the date range of the refund period.
Column headings: Processing Date, DoDAAC, BOS, Fuel Type, Quantity, Unit Price, Amount, Lift Date, ICAO, Merchant Ticket Number, and Transaction ID
Transaction details: Provide non-contract fuel transactions with a processing date that fall in the refund period.
Example of report:
AIR Card® Fuel Transaction Report
10/05/2022, 10:00 am ET
AIR Card® Refunds for Fiscal Year: 22 Quarter: 4 Refund period: 07/01/2022 to 09/30/2022
Processing DoDAAC BOS Fuel Type Quantity Unit Amount Lift Date ICAO Merchant Transaction Date Price Ticket ID 07/01/22 FP4477 AF Jet A 20,000 $3.00 $60,000.00 06/01/22 GOOY 456789 1234567 07/01/22 W23456 USA Jet A1 100 $4.00 $400.00 01/01/22 ABCD ABC987 1234568
AIR Card® Ancillary Transaction Report
The report header is AIR Card® Ancillary Transaction Report Header2: Provide the date report is generated.
Header3: Ancillary Transactions Header4: AIR Card® Refunds for Fiscal Year: 22 Quarter: 4. The fiscal year and quarter should identify the reporting period.
Header5: Rebate period: Insert the fiscal quarter refund date range of the refund period.
Column headings: Processing Date, DoDAAC, BOS, Ancillary Service, Prod Code, Amount, Lift Date, ICAO, Merchant Ticket Number, and Transaction ID
Transaction details: Provide ancillary transactions with a processing date that falls in the refund period.
Example of report:
AIR Card® Ancillary Transaction Report
10/05/2022, 10:00 am EST
Ancillary Transactions AIR Card® Refunds for Fiscal Year: 22 Quarter: 4 Rebate period: 07/01/2022 to 09/30/2022
Processing DoDAAC BOS Ancillary Prod Code Amount Lift Date ICAO Merchant Transaction Date Service Ticket # ID 07/01/22 FP4477 AF Landing Fee 123 $20,000 06/01/22 GOOY 1234 2345678 07/01/22 W23456 USA Parking Fee 456 $100 01/01/22 ABCD 345678 1122331
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