KHI_Slides_-_1.2_AFRICOM_-_2019.pdf

Copyright © 2018 World Fuel Services Corporation. Proprietary & Confidential. All Rights Reserved.

“Never leave a Warfighter or First Responder stranded.”

K H I n c . c o m

Copyright © 2018 World Fuel Services Corporation. Proprietary & Confidential. All Rights Reserved.

US Government AIR Card®

Into-Plane

Agenda

Overview of KHI

FBO Locator

Transaction Submission

Transaction Processing

Transaction Disputes

Support and Reporting

Overview of KHI

Overview of KHI

Now that you have completed the:

Solicitation process.

Pre-award Survey.

Negotiation process.

Quality checks.

Award Phase, including possibly post award inspection.

Contract administration and setup.

At this point you are probably asking two important questions:

How do I process transaction? How do I get Paid?

This is where KHI comes in!

Who is Kropp Holdings Inc?

• DLA Energy contractor for processing US Government AIR Card® transactions.

• 30+ years experience processing private label card transactions in the aviation industry.

• World Fuel Services (WFS) wholly owned subsidiary.

– Physical and logical separation from other WFS business lines.

– Strict Government approved Organizational Conflict of Interest (OCI) controls prevent sharing of sensitive data with WFS—see OCI Compliance statement in the About section at www.khinc.com.

• NBAA member.

• Office in Overland Park, KS.

AIR Card

US Government AIR Card

• Accepted at FBOs worldwide.

• Used for into-plane contract fuel lifts.

• Preferred method of payment for retail fuel lifts and approved ground services.

FBO Locator

FBO Locator

The FBO Locator lists DLA Contract and AIR Card accepting locations worldwide.

Merchant Information

Merchants update location specific details including products, services, and discounts at www.aircardsys.com.

Order of appearance:

1. Contract Merchant.

2. Non-contract merchants offering discounts alphabetically.

3. Non-contract merchants alphabetically.

Contract details display when a Contract Merchant is selected.

Transaction Submission

Overview of a Transaction

1 - Plane receives fuel or services at FBO.

3 - Merchant authorizes card and settles to KHI.

5 - KHI sends fuel bill to DLA.

4 - KHI processes and bills transaction—IP, KHI applies pricing provided by DLA.

7 - KHI pays merchant (OM).

6 - KHI bills end unit for Services.

8 - DLA pays KHI or merchant if DLA IP.

9 – Unit pays KHI.

2 - Pilot uses AIR Card® as payment for fuel or ground services.

Submission Methods

Transaction submission methods include:

AvPOS

• KHI offered Solution.

• Web-based or mobile device.

Electronic Submission

• Direct XML.

3rd Party POS Including:

• US Bank.

• Epic.

• Branded networks.

• MSTS.

• Shell.

• AHT.

• Phillips.

FBO Software Integration

• Total Aviation Software.

• FBO One.

• FBO Manager.

• Total FBO.

• Others, as they become available.

Note: Merchant is responsible to maintain backup documentation.

Transaction Processing

Qualified Transaction

AIR Card Acceptance Operating Procedures found at www.khinc.com.

• Merchant # or merchant identifying information.

• ICAO.

• Card number, expiration date, cardholder name and tail number.

• Delivery date & time; and invoice date.

• Invoice or delivery ticket number.

• Products listed as separate line items – No Bundling of charges such as Handling.

• Fuel: net quantity of fuel with UOM clearly listed.

• Price charged per unit.

• Cost per unit for ground services.

• Pilot’s signature and printed name.

• Signature of fueling operator.

• Authorization code.

• Unit price multiplied by quantity must equal total per line item.

• All units of measure and currency must be properly displayed.

• Invoices must be submitted in currency in which merchant agreed to be paid for Open Market or into-plane contract transactions must be in whole US gallons and US dollars.

• Taxes applicable to each product or service purchased.

Reasons Transactions Reject

1. Duplicate or potential duplicate transaction.

2. No signature on back-up documentation (if paper ticket transaction).

3. Unapproved commercial products - especially T&E related charges.

4. Missing required information.

5. Contract vs. Non-contract mismatch.

6. Vendor Admin Fee (VAF) not allowed for fuel only tickets or excessive

VAF.

7. Only 1 VAF per invoice.

DLA Into-Plane Contract Transaction

Transaction submitted to KHI:

• KHI does not bill or pay.

• KHI applies DLA contract pricing for IP and Compulsory items—non-product item charges and non-refundable duties and taxes.

• KHI transmits to DLA daily.

• DLA bills and pays the contracted merchant.

• Transaction can include both contract and non-contract items.

• Non-contract paid by KHI.

Non-Contract Transaction (Open Market)

Transaction submitted to KHI:

• KHI reimburses merchant per terms

• Must sign a KHI Merchant agreement to get paid.

• Flexible payment terms from 3 - 28 business days

• KHI bills DLA for fuel.

• KHI bills end unit for ground services.

KHI Processes Transactions

KHI receives uplift information:

• 24-hour SLA to process compliant transaction.

• Several processing checks performed:

– Complete and accurate data.

– Duplicate transactions.

• Successful transactions transmitted to DLA daily.

• Rejected transactions returned to merchant via Transaction Processing Summary (TPS) Report.

• Emailed and loaded to the merchant web portal

Transaction Disputes

Dispute Key Points

• Customers can dispute transactions up to 90 days. Disputes can be initiated:

– Online.

– By email.

– Phone.

• Customer Support works with merchant or processor to determine the appropriate resolution.

– Chargeback/Adjustment – reverse entire charge (no partials allowed)

– No action – invoice is valid.

• Common reasons are:

– Incorrect lift dates or fuel products.

– Aircraft not at location – wrong card or tail number typically caused by cards on file.

– Excessive Fees.

• If no response from merchant with in specified time, transaction may be charged back.

• Merchant must provide signed ticket copies if requested.

Support and Reporting

Here to Support You

Dedicated team of aviation professionals available 24 hours a day, 7 days a week to assist.

Type of Support Provided:

• Research transactions and invoices.

• Update information and add locations.

• Payment information:

– For IP, KHI can only provide processed information.

– IP Payment information on DFAS’s WAWF – MyInvoice.

• Resend reports.

Education:

• Attend a new merchant webinar.

– Held every 2nd and 4th Tuesday of the month.

– Register at www.khinc.com

• View on-line tutorials on www.aircardsys.com.

Merchant Portal—www.aircardsys.com:

• Update products and services on FBO

Locator.

• Search transactions, batches and TPS reports.

• View available contract information.

• View reports.

Reporting

Emailed reports or available anytime on the www.aircardsys.com:

Transaction Processing Summary (TPS)

• Totals and summaries of invoices submitted.

• Totals and summaries of rejected transactions.

• Summary and details of processed invoices.

Remittance Summary

• Summary by location and batch.

• Invoice summary and detail amount, fee amount and payment amount—if paid by

KHI.

Reconciliation Report

• Only on www.aircardsys.com.

• Detailed invoice, contract and payment information—if paid by KHI.

Note: Reports contain only reimbursement information paid by KHI and not DLA IP transaction data.

What Questions do you have?

Merchant Support - 24 hours a day, 7 days a week, 365 days a year.

+1 866-308-3811 US and Canada +1 913-217-9303 Outside US and Canada.

+1 913-217-9358 Merchant-Support@aircardsys.com

K H I n c . c o m