Leaseplan Caltex Star Card

Getting a StarCard Using StarCard Policy and Processes

About StarCard
Point of Sale Procedures What Service Stations will accept the Starcard

Convenience / Access Reporting/Payment of Invoices Having a second fuel card

Collection of Cards Charges relating to the Caltex Starcard

New cars and the Caltex StarCard Working in remote areas

Prices Lost or stolen cards

Contacts and Support

Contacts

Frequently Asked Questions

About StarCard

As part of an ongoing consolidation of preferred supplier arrangements, the Australian National University has negotiated a fuelcard arrangement. This sole supplier arrangement is with Leaseplan Australia who provide a Caltex Starcard.

Advantages of the Caltex StarCard solution for the University are:

Petrol prices at a negotiated discounted pump price for ULP (including E10), PULP, Diesel, LPG.
Single, electronic invoices, minimum of monthly.
Caltex has the largest number (and range of locations) of outlets Australia wide.

Caltex StarCards are designed for use by Companies that have a large number of fleet vehicles. The University currently has approximately 250 cars based in Canberra, Sidings Springs, Tenant Creek and NT areas. Details of the University vehicle fleet can be obtained by contacting the University Fleet Manager, Mr Neil Ross on 6125 2518, or by email, Neil.Ross@anu.edu.au.

In accordance with the University agreement, the University Starcard does not have to be signed. Please ignore the signature block on the back of the card.

The majority of Caltex StarCards issued to University vehicles contain information such as the car registration details and the cost centre, against which the card has been issued. The cost centre is the University cost centre, or budget unit, against which the charges will be allocated.

Convenience/Access

Caltex Starcards gives you access to Australia's largest oil company network, with over 2,500 Caltex, service stations. This includes 470 Caltex Woolworths service stations.

A detailed guide of all locations can be found in the StarCard Location at the website below: http://www.nowwhere.com.au/caltex/austlocator/search.aspx

With your University Caltex fuel card, you are entitled to purchase:

unleaded petrol (ULP);
unleaded (E10)
Premium ULP (where required)
diesel fuel (if appropriate);
top-up oils; and
car washing facilities where available.
LPG

New Cars and the Caltex StarCard

All new cars delivered to University Fleet Services will have a new StarCard supplied.

New vehicles (plant/Trailer) details not being purchased via University Fleet Services should be provided directly to anu.fleet@anu.edu.au. Other information to be provided at this time is:

Vehicle registration number;
Department/Area and Budget code
University transport officer and or contact/location details of the operator of the vehicle.

Collection of Cards

University Fleet Services will notify you on receipt of replacement StarCards.

Your card will be ready for collection from University Fleet Services, located at University Fleet Services, Building #53, Garran Road.

Having a Second Fuel Card

Why does the University want to use the one brand of fuel card?

To maximise discounts through high volume purchasing
To have a single database of all cars on Campus.
Odometer information can prompt reporting for vehicle servicing, disposal and fuel consumption etc.
The University can also use the information to assist with the FBT returns (for those vehicles affected).
The odometer reading prompt will, over a period of time, become intelligent enough for the operator at the Point of Sale, to query the provision of the information for accuracy based on the usage.
Minimise card fees
Detailed Management Information (eg Pricing)
Electronic Invoicing

What Service Stations Will Accept the StarCard

Over 2500 locations nationally will accept the Caltex StarCard, including:

Caltex/Ampol service stations Australia wide
Woolworths service stations
Ampol & Caltex agency locations.

Working in remote areas

Staff working in remote locations on field trips etc may not have the option of using the Caltex StarCards because other oil companies may not accept the card. Please check the Caltex StarCard Location Guide on the following site for the locations of service stations accepting the card:

http://www.nowwhere.com.au/caltex/austlocator/search.aspx

Consideration will be given to separate arrangements being made (via University Fleet Services) in these instances. It may be that a range of alternatives have to be considered for example, the ANU Purchase Card, an invoice arrangement, vouchers, another vendors card etc.

Please e-mail your requirements to your transport officer or to anu.fuelcard@anu.edu.au. University Fleet Services will then review and discuss the best arrangements to suit your needs in conjunction with your transport officer.

Point of Sale Procedures

At the point of sale you must:

Provide the cashier with your fuel card
Provide the current, accurate odometer reading at the prompting of the cashier

THE UNIVERSITY DOES NOT REQUIRE YOU TO RETAIN THE STARCARD RECEIPT.

(This information is recorded electronically)

Charges Relating to the Caltex/Ampol StarCard

There will be no charges levied against the University for:

Cancellation of a card
Replacement of lost/stolen cards
Replacement of active cards

Lost or Stolen Cards

The 24 hour lost or stolen card hotline number is 1300 130 572. Your lost or stolen StarCard will be replaced and will be sent to the University Fleet Manager, who will contact you or your transport officer via email that the card had arrived.

If you are travelling away from Canberra you should:

Report the card lost to the Leaseplan hotline number-1300 130 572.
If possible, e-mail the University Fleet Manager at anu.fleet@anu.edu.au or phone (02) 6125 2518, or contact your transport officer
Explain that you are away from Canberra

Reporting/Payment of Invoices

The University receives electronically:

Invoices detailing Leaseplan StarCard expenses per vehicle (identifier will be vehicle registration number).
A range of information on petrol usage, kilometres travelled etc
If you have been charged fuel expenses incorrectly, please notify University Fleet Services for correction

This information is used to enable better management of our fuel expenses, facilitate a single, monthly payment for all fuel purchases, and system creation of Journal Entries for the Budget Units to manage the expenses. This will remove the numerous accounts payable claims that are raised each month for fuel expenditure.

Frequently Asked Questions

Q1. What information is required by University Fleet Services when we request a new fuel card?
A1. We will require a contact name, phone number vehicle registration number, budget/account code and department.

Q2. Does my fuel card have to be signed?
A2. No. Please ignore the signature block on the back of the cards.

Q3. How do I report a lost or stolen card?
A3. The 24 hour lost or stolen card hotline number is 1300 130 572. Simply phone the hotline and explain your situation to the operator. Advise University Fleet Services as soon as convenient to arrange a replacement card.

Q4. How long does it take to get a new card?
A4. Your fuel card will be received by University Fleet Services within 3-4 days.

Q5. Do I have to change over existing fuel cards to get a replacement card?
A5. Yes.

Q6. Do I have to keep the receipts issued at the Point of Sale?
A6. No. It is not necessary to retain any receipts.

Q7. What Service Stations can I use my Card at?
A7. You can use your card at any Ampol, Caltex, service stations and also Caltex Woolworths outlets.

Q8. What price does the University pay for petrol?
A8. For Unleaded, Diesel and LPG fuels, the University will be paying a discounted pump price negotiated through the ANU/Cwlth/leaseplan Agreement.

Q9. How will my new vehicle get a fuel card?
A9. A new fuel card will be ordered by University Fleet Services when your vehicle arrives. The card will be ready for collection within 3-4 days.

Q10. Can I use the Caltex StarCard to get the vehicle washed?
A10. Yes. You may use car wash facilities with your fuel card where applicable.

Q11. How long will my current fuel card stay valid for?
A11. The Fuelcards will be automatically updated and renewed on expiry.

Q12. Where do I collect the Fuelcards?
A13. Please collect your Fuelcards from University Fleet Services located at Building #53 on Garran road (same building as the Mailroom and University Printing).