21R0203_Attachment A 15 - Definitions.pdf

DLA Energy AIR Card® Program Performance Work Statement, Attachment 15

AIR Card® Definitions The following definitions apply to the PWS and AIR Card® Contract:

Abuse: Applicable to a customer: Use of the AIR Card® to purchase authorized items, but at terms (e.g., price, quantity) that are excessive. Example of merchant abuse is charging aviation fuel @ $100 per gallon rather than one reasonably priced by competitor for $5.00 per gallon.

Account: One or many DoDAACs are assigned to an account. This information is supplied by the AIR Card® PMO to the Contractor.

Account Setup Information: Specific information required for each account so that an account can be established.

Accountable Official (AO): A Government employee assigned with the responsibility for managing an AIR Card® account. The AO manages the AIR Cards® and verifies the cards are utilized properly by approved card users. The AO validates card user purchases (for official Government business) and ensures that the AIR Card® charges are in accordance with the overarching AIR Card® policies and procedures.

Ad Hoc Reporting: Provides the ability for the AIR Card® EAS user to access data based on roles and permissions. The AIR Card® data available for ad hoc reporting includes but not limited the Hierarchy - Customer, account, invoices, card/inventory, transaction, into-plane contracts, conversion rates, merchant records, financial information to include Contractor payments to merchant, at any time by allowing the AIR Card® user to create reports and download in html, Excel, text (ASCII) formats, and pdf.

Adjustment: A transaction that reverses the original transaction and reduces the amount owed. See “Credit”.

Agency Program Coordinator (APC): The individual serving as the focal point for management of accounts and internal controls for account activity. Normally assigned at the AIR Card® hierarchy level 3 or 4 dependent on Service/Agency direction.

Appropriate Purchase: A purchase that has been requested by the card user and conforms to the AIR Card® authorized product/service list and AIR Card® policies and guidance.

Bank Identification Number (BIN): The first four to six numbers that appear on a charge card. The BIN uniquely identifies the financial institution issuing the card. The BIN is key in the process of matching transactions to the issuer of the charge card.

Billing Cycle: A specific recurring period of time between when statements of account/invoices are processed.

Billing Cycle Date: The cut-off date for which charges are processed for the billing cycle.

Billing Date: The billing date is the date of the contractor invoice sent to the Account in accordance with the Prompt Payment Act.

Bundling: Merchant charges several fuel lifts and/or ground services that occurred in the same day or over several days into a single charge or transaction. A merchant may also bundle unauthorized charges into an authorized charge. Providing products and/or services packaged together as a single charge.

Business Day: Days that the Federal Government is open for operation (excludes weekends and Federal holidays).

Calendar Day: Any day of the week, including days falling on a weekend or Federal holiday.

Cancelled Account: An account that is canceled by the Service/Agency CPM or AIR Card® PMO.

The account is closed, and no transactional activity shall occur.

Card User: An approved Government ordering official assigned to the aircraft, into-truck or unit issued the card.

Card-Not-Present: A transaction conducted without a physical card.

Chip Card: A card product with a microprocessor chip embedded into the card to provide increased payment security. The chip creates a unique one-time code known as a “cryptogram” with each transaction.

Component Program Manager: A Government employee assigned to manage the Service/Agency AIR Card® program. CPMs are assigned the hierarchy level 2 and operates as a sub-ordinate office to the AIR Card® Program Office.

Continuity of Operations: Actions taken by the Contractor in the event of a catastrophe that may disrupt operations domestically or internationally.

Contracting Officer (KO): A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Credit: A transaction that reverses the original transaction and reduces the amount due. See “Adjustment”.

Customer: A U.S. Government employee that participates in the AIR Card® program.

Data Mining: An automated process used to scan databases to detect patterns, trends, and/or anomalies for use in risk management, spend patterns, and other areas of analysis.

Data Universal Numbering System (DUNS) number: A unique identifier available to organizations by registering with Dun & Bradstreet.

Declined Transaction: Transaction where authorization has been refused by the Contractor's transaction authorization system.

Defect Management Plan: The documentation of methodology that shows the lifecycle of a defect from how to identify, log, triage, fix, test, and deploy defect fixes, verification, and closeout.

Delinquency: An undisputed account balance that is unpaid for the prescribed number of calendar days or more past the statement due date.

Delivery Receipt: A document that may be completed by a merchant that notes goods or services that

Dispute: An action in which a customer questions the validity, accuracy, reasonableness or doesn’t recognize the transaction that was recorded properly to an AIR Card® account. The transaction may have missing details of Level 3 enhanced data to include card user signature.

DoDAAC: Department of Defense Activity Address Code (DoDAAC) is a six-position code that uniquely identifies a Department of Defense unit, activity or organization. The first position of the DoDAAC designates the Service/Agency.

Domestic: Locations existing in the 50 states of the United States of America.

Duplicate Transaction: A transaction that has been processed twice for the same purchase.

Duplicate transactions should not occur as the Contractor’s dupe process should identify and reject these transactions.

Electronic Access System (EAS): The Contractor’s internet-based system that satisfies the AIR Card® requirements.

Electronic Funds Transfer (EFT): Delivery systems used to transfer payments of funds electronically.

Enhanced Data: Additional data provided beyond Level 3 data

Exception Reports: Reports that identify high risk transactions.

Federal Government: Refer to customer.

Federal Holidays: Authorized holidays recognized by the US Government when most Federal offices are closed. Federal holidays consist of New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Federal Information Security Management Act (FISMA): Legislation that defines a comprehensive framework to protect government information, operations, and assets against threats.

File Transfer Protocol (FTP): A commonly used protocol for exchanging files over any network that supports the Transmission Control Protocol/Internet Protocol (TCP/IP) (such as the internet or an intranet). There are two computers involved in an FTP transfer: a server and a client. The FTP server, running FTP server software, listens on the network for connection requests from other computers.

The client computer, running FTP client software, initiates a connection to the server. Once connected, the client and/or server can perform file operations such as uploading files, downloading files, and renaming or deleting files.

Fiscal Year (FY): October 1 through September 30.

Fiscal Year (FY) Month: One twelfth or one month of the federal FY.

Fiscal Year (FY) Quarter: One fourth (or three months) of the Federal FY (e.g., first quarter, October 1 through December 31; second quarter, January 1 through March 31; third quarter, April 1 through June 30; and fourth quarter, July 1 through September 30).

Fixed Base Operator: Entity granted the right to operate at an airport to provide goods and services such as fuel, and/or ground services. The FBO is the primary provider of fuel and/or ground services and provides the authorized card user with a fully itemized priced document of the authorized fuel and/or ground services requested and rendered at the time of sale.

Foreign Currency Conversion: An interbank rate used to convert authorized AIR Card® purchases made in a foreign currency to U.S. dollars (i.e., non-U.S. dollars).

Fraud: Any act of corruption or attempt to cheat the Federal Government or corrupt the Government’s agents, including but not limited to, the use of the AIR Card® purchase solutions to transact business that is not sanctioned, authorized, not in one’s official government capacity, not for the purpose for which the card was issued, should not be processed, or not as part of official government business. Merchants charging items that were not delivered or falsifying a charge.

Fraudulent Activity: The use of the AIR Card® purchase solution to transact business that is not sanctioned, not authorized, not in one’s official government capacity, not for the purpose for which the card was issued, or not as part of official government business.

Government System: A government system is defined as a government owned or contracted safeguarded system that contains and/or processes government data.

Hierarchy: The organizational structure of the AIR Card® program which is composed of multiple levels from the DLA Energy AIR Card® PMO to the card user.

Information System Security Officer (ISSO): An individual whose job it is to create, and institute measures to safeguard sensitive information within a computer network.

International: Global commercial airport locations that are not within the definition of “domestic”.

Itemize: Present as a list of individual items.

Into-truck: A Government asset referred to as a refueler or tank truck.

Invoice: A document requesting payment.

Level 1 Data: Standard commercial transaction data that includes but is not limited to the total purchase amount, the date of purchase, the merchant category code, merchant’s name, city/state, date charge/credit was processed by the Contractor, Contractor processing/transaction reference number for each charge/credit, and other data elements as defined by the Associations, the brands, or similar entities.

Level 2 Data: In addition to Level 1 data, Level 2 data includes but is not limited to sales tax amount, company information, and other data elements as defined by the Associations, the brands, or similar entities.

Level 3 Data: In addition to the transaction data in Levels 1 and 2, Level 3 data includes but is not limited to: unit cost, quantities, unit of measure, product codes, product descriptions, discount amount, and other data elements as defined by the Government, Associations, the brands, or similar entities.

Lift Date: Date the merchant delivers the AIR Card® authorized product and/or service as requested by the cad user.

Manual Functional Testing: Manual testing that is based on specifications, repeatable processes, and tests what a system does as part of a software quality assurance program for a system under development and in the system development life cycle.

Merchant: The approved primary provider of AIR Card® authorized fuel product and/or ancillary services. The merchant operates and is present at a commercial airport.

Merchant Category Code (MCC): A four-digit code used to identify the merchant. The merchant selects its MCC with their bank. The code controls what purchases are allowable. The merchant shall only operate at commercial airports and provide AIR Card® authorized product and/or services.

Merchant Credit: A transaction submitted by the approved merchant that reverses the original transaction.

Merchant Documentation: See proper invoice.

Minimum Refund: The lowest refund required by the Government.

Misuse: Use of a Federal purchase solution by an authorized user for other than the official government purpose(s) for which it is intended.

Mobile Application: The ability to access EAS, pay invoices, receive email, and view statement and payment information over a mobile device.

Mobile Payments: The ability to make payments via mobile device at the time of sale.

Non Contract: Not bound by a DLA Energy into-plane contract.

Online: The state of internet connectivity controlled by or connected to a computer, computer network, or mobile device.

Payment: The action of paying for approved purchases made to the account.

Penetration Test: The testing of vulnerabilities in a computer system, network or Web application to identify areas an external attacker could exploit.

Personal Identification Number (PIN): A unique code assigned to the card that must be used by the card user for verification of identity when using the card issued by the account.

Point-of-Sale (POS): The moment where the card user provides the purchase device in exchange for goods and services.

Product Code: A unique identifier assigned to specific aviation industry product (e.g., aviation fuel, aviation fuel related, authorized ground services). Product code is assigned to an authorized product or service on the transaction.

Proper Invoice: Merchant document(s) that contains the AIR Card® sale information and are accurate, legible, and are identical to the copy provided to the customer. The required AIR Card® sale information is merchant name, ICAO (airport code where sale occurred), lift date and time, AIR Card® number, tail number or truck number, name of authorized product or service, quantity, unit of measure, price, total cost, may contain into-plane contract number and CLIN when applicable, start and end meter readings and card user signature. The merchant or customer may include additional information that applies to the sale transaction.

Processing Fee: A fee paid by the merchant’s financial institutions to the Contractor bank for processing the transaction.

Purchase: A card user requests AIR Card® authorized product or service and rendered by an AIR Card® approved merchant. The delivered product and/or service requires a signature of the card user at the time of sale.

Quality Assurance: A systematic process to verify that a product and/or service meets the specified requirements.

Quarter: One fourth (or 3 months) of a year. See “Fiscal Year Quarter”.

Real Time: when an event or function is processed instantaneously, it occurs real-time.

Real Time Processing; data processing that occurs as the user enters in the data or a command.

Refunds: A monetary payment provided by the Contractor based on the dollar amount or “spend” of non-contract sales during a specified time period.

Retail: Refer to non-contract.

Risk Rating: A rating assigned by the Contractor, in accordance with Federal Information Security Management Act (FISMA), assessing security vulnerabilities within systems.

Role-Based: The AIR Card® EAS functionality that guarantees a user has access to data and program information based on the AIR Card® role and permission requirement.

Security Incident: An observable incident in the operations of a system or information technology service, indicating that a security policy may have been violated or a security safeguard may have failed.

Signature: Discrete, verifiable handwritten depiction of the approved card user self-identification affixed to the merchant’s proper invoice document(s) at the time of the AIR Card® sale.

Software Quality Assurance: Repeatable processes that are in place to monitor the software engineering processes to ensure quality, verify conformance to standards, design, coding, and testing into measurable and verifiable results.

Split Billing: The act of separating charges contained in a single transaction. Fuel and fuel related items are billed to DLA Energy and ancillary services to the card account.

Straight-through Processing: An automated transaction processing service where the AIR Card® approved merchant sends the transaction file directly to the Contractor’s system. The transaction is not stored, interpreted, modified prior to receipt by Contractor.

Strategic Sourcing: The structured and collaborative process of critically analyzing spending patterns to better leverage its purchasing power, reduce costs and improve overall performance.

Suspension: The process by which an account and/or card is inactivated due to delinquency or failure to have an official AO(s) and CO(s) user assigned to the account. Transactions shall not occur or processed when a card or account is suspended.

Test and Evaluation Master Plan (TEMP): A plan outlining complex systems (e.g. EAS) that must satisfy specification requirements (Test and Evaluation Master Plan (TEMP).

Third Party: Any entity that is not the prime Contractor.

Third-Party Merchant: A business that has an arrangement with fuel suppliers or ground handlers operating at an airport that do not accept the AIR Card®. The entity will invoice for the product and/or services delivered to an AIR Card® customer. The third-party processor may charge a fee for this service. The third-party merchant MAY NOT increase the costs of the products and/or services. Third-Party Merchant MUST provide complete evidence of actual supplier sale documentation which is a proper invoice.

Third-Party Processor: A business that may provide companies that accept the AIR Card®.

The business may process the transaction and reimburse the companies directly. The business may pass the transaction to the AIR Card® Contractor for processing.

Transaction Dispute: A disagreement between the AIR Card® customer and the approved AIR Card® merchant with respect to a transaction.

Transmission Control Protocol/Internet Protocol TCP/IP: A protocol for communication between computers, used as a standard for transmitting data over networks and as the basis for standard Internet protocols.

Unauthorized Use: The use of an AIR Card® purchase solution by a person, other than the card user, who does not have actual or implied authority for such use.

User: A Government employee that is granted access to the AIR Card® EAS.

User Friendly: Ease of use geared towards those with a rudimentary or limited knowledge of computer systems and operations. The typical knowledge base includes how to log on and off the system, simple menu-based functions in a graphical/visual user interface environment (e.g., point and click functions such as file, open, close) with simple one-step commands (e.g., search, print, save).

Value-Added Tax (VAT): A broad-based consumption tax levied on the purchase price of goods and services by some countries outside the United States. NATO Treaties exempt the US Government from this tax.

Vendor: See “merchant”.

Virtual Cards: One time use account numbers that may be used during a limited time, for a limited amount and possibly for a specific approved merchant (e.g. single-use account).

Vulnerability Scan: The assessment of computers, computer systems, networks or applications for weaknesses.

Waste: Any activity taken with respect to a government purchase solution that fosters, or results in, unnecessary costs or other program inefficiencies.

AIR Card® Definitions