Reimbursement Types requiring an agency to submit an ITI in CORE or request an IET from SFM:

Individual Fuel Reimbursement:

This applies to transactions for all fuel types, including electric charging. This is when an employee must use a form of payment other than the vehicle’s fuel card. This can happen when the fuel card is missing, has been cancelled or any other reason it’s not available or working. When this happens, SFM will reimburse the agency for the fuel as long as all requirements are met. It is the agency’s responsibility to reimburse the employee if the said employee used his/her own card. 

Process to request reimbursement from SFM:

1. The request should be submitted to SFM via email at dpa_sfminvoices@state.co.us. 
2. Include a copy of the receipt.
   • The receipt must list the number of units (gallons/kWh) purchased, fuel type, price, and station information. If any of this information is missing, please write it on the receipt or include it in your written request. 
3. Include the plate number and reason for reimbursement (i.e. card lost or not working) in your request.
4. Set up an ITI in CORE and include the ITI number in your request. (Higher Education institutions should submit the request using the IET request form, not ITI.)
   • ITI AAGA 8200 8200 is SFM’s naming convention for CORE documents that must be used.
      

NOTE: The fuel must have been purchased for a State vehicle within the SFM program.

Agency Bulk Fuel Tank Reimbursement: 

This is for agencies that purchase fuel in bulk and have a fuel tank onsite. SFM reimburses the fuel that goes into SFM vehicles from these tanks, provided all information is submitted to SFM. 

Process to request reimbursement from SFM:

• Set up an ITI in CORE and include the ITI number in your request. (Higher Education institutions should submit the request using the IET request form, not ITI.)
  • ITI AAGA 8200 8200 is SFM’s naming convention for CORE documents that must be used.
  • Include the backup using the provided fuel template (will automatically download) of all fuel transactions for SFM vehicles
    
    

Reimbursement Types where SFM submits IET in CORE:

Agency Charging Station Reimbursement: 

for This is for agencies that procured charging stations at their location and are seeking reimbursement for electricity used for SFM vehicles. The preferred method is the agency applying a rate to the charging station so it is paid at the time of the charging event. It is important to note that the SFM vehicle using the charging station must have Geotab in order to be reimbursed, as this is the primary method of charging data collection. A zone must also be set up around each station in Geotab with the assigned zone type, SFM-Charging Station Zones. 

Reimbursement Process:

1. Each month, SFM will run the EV Charging Report from Geotab and process all transactions associated with the agency's station zones with the SFM-Charging Station Zones, zone type.
2. SFM will submit the reimbursement via IET in CORE and email the Fleet Manager the backup reports, including the transactions and reimbursement amounts.

Employee Home Charging Reimbursement:

This is for employees who take home an EV/PHEV and charge his/her vehicle at home. More details on this program can be found in our article, Everything you need to know about EV Home Charging.

1. Each month SFM will run the EV Charging Report from Geotab and process all transactions associated with the agency's home charging zones in the SFM-Home Charging zone type.

        2. SFM will submit the reimbursement via IET in CORE and email the Fleet Manager the backup reports including the                    transactions and reimbursement amounts broken down by each zone.