Fuel Vendor Standard Requirements
NOTE: If any discrepancies are noted between this document and any contractual
language, the contractual language takes precedence.
V. 12.4.14 R.3
Record of Revisions
Revision Number
Original (1)
Text and E-mail Updates (2)
Price Sheet & Other Fee
Templates (3)
File Format Update (4)
Wording, Non-Fuel Charges
& Capabilities (5)
Date Inserted
August 13, 2014
November 20, 2014
December 4, 2014
Initials
CEC
AET
AET
December 19,2014
February 25, 2015
AET
DWU & AET
1. Fuel Vendor Standard Requirements
1. Invoices must be submitted in an electronic text or csv file format weekly on Monday
with billing weeks running Saturday through Friday.
2. Provide a single point of contact for the account. It is preferred to have the Vendor
set up a central email address for all communication. Example – netjets@(vendors
extension).com.
3. All pricing updates need to be submitted to [email protected] by noon
each Tuesday.
o Pricing needs to be broken out into third level detail (Attachment B - Price Sheet
Template)
o Any mid-week pricing changes must be communicated to NetJets as soon as
possible. If applicable, backup documentation should also be provided (e.g.,
state and local tax changes)
o Platts pricing is preferred
o A template for pricing updates can be provided upon request
4. Vendor must have the capability to provide:
o Quantities for services rendered
o Credits within the text file
o Unlimited codes for invoices
o Separate codes for both fuel and non-fuel taxes/concession fees
o Separate line item for each fee billed, to include taxes
o Fuel and Non-fuel fees billed on the same invoice
o Include non-fuel services charges whether fuel is on the invoice or not
o Provide standardized coding so it is correct and accurate. Any changes need to be
communicated to [email protected]
5. Communicate any changes for synonyms (merchant codes) and merchant IDs prior to
the file being submitted on Monday.
6. Provide current rates prior to implementation and when rates change (Attachment C –
Other Fee Template).
7. Weekly invoice files must NOT contain any charges for the following services:
o Dishwashing, linen, crew parking, taxi fare or escort for a NetJets employee. The
NetJets employee is to pay for this service prior to departing.
o Catering and Ground Transportation – should be billed directly to our Catering
and Ground department at [email protected]
© 2014 NetJets
pg. 1
o Maintenance Service – if a maintenance event is done by a third party, it is up to
the third party to bill NetJets Warranty department directly at [email protected]. Additionally, if the maintenance provider incurs an
escort fee, that fee should be billed directly to the maintenance provider, not
NetJets.
8. Each upload file must contain separate invoice numbers for each transaction.
9. Invoices with integrity issues (i.e., pricing, quantity, erroneous charges (waived fees
per the contract)) will be disputed and not processed for payment. Vendor will be
notified of such issues and will be requested to make the corrections and resubmit the
invoice on the next file. All invoice integrity issues will be resolved and resubmitted
to NetJets within ten business days.
10. Invoice validation (service charge coding, fuel quantity, incorrect date and tail
discrepancies) will be requested by the NetJets Audit team and all information will
need to be provided within 48 hours of request. Invoices will not be processed for
payment until requested data is received and invoice validation complete.
11. Invoices greater than 90 days may not be paid unless this is a correction to an old
invoice using a credit and rebill method.
12. FBO changes or new locations need to be submitted upon notification. Please ensure
you provide any pertinent information regarding price changes prior to billing.
13. Text files must maintain the format outlined in Attachment A - Text File Layout. An
example of this is shown in the Example Text File attached to this document.
14. Text files need to be billed separately by NetJets companies* – NJA, NJI, EJM, NJE,
EJME and China. The NJE, EJME, China and EJM files need to include a copy of
the actual invoice(s) in pdf format. NetJets contact information by company is below.
o
o
o
o
NJA and NJI text files to [email protected]
EJM text files and pdf to [email protected] and [email protected]
NJE and EJME text files and pdf to [email protected]
China text files and pdf to [email protected]
*Tails under each company can be found at https://suppliers.netjets.com/. Click
NetJets aircraft. You will be prompted for a password which is “secret.” Once
the password has been entered you will be able to view what aircraft tail is
affiliated with each company.
© 2014 NetJets
pg. 2
Set Up and Testing
•
An initial meeting needs to take place between six – eight weeks prior to
implementation to establish a relationship and the foundation of direct billing.
•
W9 or W-8BEN Forms need to be provided four weeks prior to text file
implementation.
•
Service Charge Synonyms and Supplier Merchant IDs need to be provided three
weeks prior to text file implementation.
•
Pricing for applicable other fees needs to be sent in two weeks prior to text file
implementation.
•
A test text file needs to be submitted two weeks prior to text file implementation.
•
A testing phase will be implemented to ensure a smooth process. The test phase
will include a small number of locations to start and will increase upon
advisement from your NetJets Procurement Representative.
© 2014 NetJets
pg. 3
Attachment A – Text File Layout
Data for comma-delimited text files will be ordered per line item from left to right
for each invoice line item as listed below.
Sequenc
e
1
Field Name
Field Instructions
Tail Number - Invoice
Required
If provided, entire tail is needed (i.e.
N999QS)
Alphanumeric
Max length: 8
Required
Alphanumeric
Min length 1
Max length 30
Required
US date format mm/dd/yyyy
Required
ICAO format
Required
Alphanumeric
Max Length: 255
If not provided in file, system defaults Vendor
Name.
Required
Numeric only
No symbols or calculations on file
Max 99,999,999.99
In the file the quantity can be positive,
zero or negative.
If quantity isn’t provided in file or value =
zero, then system default value = 1.
Required, inclusive of all taxes.
The system will calculate the unit cost from
this amount.
No formatting supported in .CSV file
No symbols (i.e. currency)
Max value 9999999.99
Can be positive, zero or negative.
Required
Also referred to as product code.
Alphanumeric
Max length: 255
2
Invoice Number Vendor
3
Service Date - Invoice
4
Location - Service Invoice
Supplier Merchant ID Invoice
5
6
Quantity - Invoice
7
Line Item Total Invoice
8
Service Charge
Synonym - Invoice
© 2014 NetJets
pg. 4
Attachment A – Text File Layout
Sequenc
e
9
Field Name
Field Instructions
Service Charge
Description - Invoice
Not required if the product code is the
service charge description
Required if the product code is not the
service charge description
Long description for the item
Alpha numeric
Max Length: 255
Not required
Alphanumeric
Max Length: 255
Required for Jet Fuel Only as GA
Alphanumeric
If not provided assume EA.
If provided must be valid UOM Code - See
List below.
Not required
Alphanumeric
Used if credit memo.
Min length 1
Max length 30
Positive value only
Not required
Positive value only
Not required
Numeric only
Max value 2,147,483,467
Positive value only
Not required
Min length 1
Max length 2
Positive value only
10
Supplier Description Invoice
11
Unit of Measure Code Invoice
12
Invoice Number Original
13
Reservation Number Invoice
Request Number Invoice
14
15
Leg Number - Invoice
© 2014 NetJets
pg. 5
Attachment A – Text File Layout
Unit of Measure
Code
DY
EA
FL
GA
HL
HR
KG
KL
LB
LT
ME
MI
MN
MO
MT
NT
QT
RD
TK
WK
YR
SH
© 2014 NetJets
Description
Day
Each
Flight
US Gallon
Hectoliter
Hour
Kilogram
Kilo
Pounds
Liter
Meal
Miles
Minute
Month
Metric Ton
Night
Quart
Ride
Ticket
Week
Year
Shift
pg. 6
Example Text File
Example:
"N84PJ","5750348","07/23/2009","KLAX","539","600","1159.74","A700","FUEL PRICE","LAX-LANDMARK AVIATION","GA","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","22.5","A265","CONSORTIUM FEE CA LAX - 3RD PARTY PASS THRU","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","510","A701","INTO-PLANE - 3RD PARTY PASS THRU","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0",".71","A031","CA OIL SPILL RECOVERY FEE","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","12","A030","CALIFORNIA JET DEALER EXCISE TAX","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","18","A081","CA LAX LOS ANGELES FLOWAGE FEE","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","2","400","A081","HANGAR","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","2","-40","A081","HANGAR DISCOUNT","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","-600","-1159.74","A700","FUEL PRICE","LAX-LANDMARK AVIATION","GA","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","-22.5","A265","CONSORTIUM FEE CA LAX - 3RD PARTY PASS THRU","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","-510","A701","INTO-PLANE - 3RD PARTY PASS THRU","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","-.71","A031","CA OIL SPILL RECOVERY FEE","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","-12","A030","CALIFORNIA JET DEALER EXCISE TAX","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","0","-18","A081","CA LAX LOS ANGELES FLOWAGE FEE","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","-2","-400","A081","HANGAR","LAX-LANDMARK AVIATION","","","","",""
"N84PJ","5750348","07/23/2009","KLAX","539","-2","40","A081","HANGAR DISCOUNT","LAX-LANDMARK AVIATION","","","","",""
© 2014 NetJets
pg. 7
Attachment B - Price Sheet Template
FRGT
TANK
UNDERG
PETROLE
PLATT'S
FUEL ADMINIS
FARM
A/P
ROUND
FEDERA
UM
PLATT's FUEL PLAT
SURCHA TRATION
FLOW AIRPORT
AUTHOR STATE BUSINES INSPECT STORAG
L OIL
GROSS SUBTOT SALES SUBTOT FINAL
S TAX
RGE
FEE
ITY
TAX
ION
E FEE FUEL TAX SPILL STORAGE REC(%)
AL
TAX %
AL
PRICE
A/P FEE FEE FLOW FEE ENV. THRUPUT CONSSESION CONSORTIUM FREIGHT CITY TAX
ICAO Location FBO NOTICES Region PRICE DIFF MAR FET ITP
© 2014 NetJets
pg. 9
pg. 8
Attachment C – Other Fee Template
Airport Identifier/ FBO Name
A/C Name
A/C Type
Boeing 737-700 / BBJ B-737-700
Hawker 1000
BAE-1000A
Global Express
BD-700-1A10
Global 5000
BD-700-1A11
Premier- IA
BE-390
Beechjet 400
BE-400
Beechjet 400A
BE-400/400A
Hawker 400XP
BE-400A
Citation Bravo
CE-550B
Citation V Ultra
CE-560
Citation V Ultra
CE-560 Ultra
Citation Encore
CE-560E
Citation Encore Plus CE-560EP
Citation V
CE-560V
Citation Excel
CE-560XL
Citation Excel/XLS
CE-560XLS
Citation VII
CE-650
Citation III
CE-650/III
Citation VI
CE-650/VI
Citation Sovereign
CE-680
Citation X
CE-750
Citation SII
CE-S550
Challenger 300
CL-300
Challenger 350
CL-350S
Challenger 604
CL-604
Challenger 605
CL-605
Falcon 2000
DA-2000
Falcon 2000EX
DA-2000EX
Falcon 2000 LX
DA-2000LX
Falcon 2000EXEasy
DA-2EASY
Falcon 50
DA-50
Falcon 50EX
DA-50EX
Falcon 7X
DA-7X
Falcon 900B
DA-900
Falcon 900DX
DA-900DX
Falcon 900EX
DA-900EX
Falcon 900EX w/API Winglets
DA-900EX-W
Falcon 900EX Easy
DA-9EASY
Legacy
EMB-135-BJ
Phenom 300
EMB-505
Phenom 300 Signature Series
EMB-505S
Gulfstream 100
G-100
Gulfstream G150
G150
Gulfstream 150
G-150
Galaxy
G-200
Gulfstream G280
G-280
Gulfstream 400
G-400
Gulfstream 450
G-450
Gulfstream 550
G-550
Gulfstream 650
G-650
Gulfstream IV
GIV
Gulfstream IV/SP
GIV-SP
Gulfstream V
GV
Global 5000 Signature GL5000S
Global 6000 Signature GL6000S
Hawker 4000
H4000
Hawker Siddeley 400 HS-125-400
Hawker Siddeley 400/731
HS-125-400/731
Hawker 750
HS-125-750
Hawker 800
HS-125-800
Hawker 800XP
HS-125-800XP
Hawker 800XP - Collins HS-125-800XPC
Hawker 900XP
HS-125-900XP
Astra
IAI-1125
Astra SPX
IAI-1125A
Learjet 40
LR-40
Learjet 40XR
LR-40XR
Learjet 45
LR-45
Learjet 45XR
LR-45XR
Learjet 60
LR-60
Premier-IA
RA-390
© 2014 NetJets
MLW
MTOW
Landing
134,000 171,000
25,000
31,000
78,600
93,500
78,600
87,700
11,600
12,500
15,700
16,100
15,700
16,300
15,700
16,300
13,500
14,800
15,200
16,300
15,200
16,300
15,200
16,630
15,200
16,830
15,200
16,300
18,700
20,000
18,700
20,200
20,000
23,000
17,000
21,000
17,000
21,000
27,100
30,300
31,800
36,100
14,000
15,100
33,750
38,500
34,150
40,600
38,000
47,600
38,000
48,200
34,500
36,500
39,300
42,200
39,300
42,800
39,300
42,200
35,715
40,780
35,715
38,800
62,400
70,000
42,000
46,500
44,500
49,000
44,500
49,000
44,500
49,000
44,500
49,000
40,785
44,092
16,865
17,968
17,042
18,387
20,700
24,650
21,700
26,100
21,700
26,100
30,000
35,650
32,700
39,600
66,000
74,600
66,000
74,600
75,300
91,000
83,500
99,600
66,000
73,200
66,000
74,600
75,300
90,500
78,600
92,500
78,600
99,500
33,500
37,500
19,500
21,200
19,500
21,200
23,350
27,000
23,350
27,400
23,350
28,000
23,350
28,000
23,350
28,000
20,700
24,650
20,700
24,650
19,200
20,350
19,200
21,000
19,200
20,350
19,200
20,350
19,500
23,500
11,600
12,500
Parking
Ramp
Hangar
Minimum Uplift Fee Gallons to waive
Overtime
Oil
Oxygen
Nitrogen
De-ice Type I
De-ice Type IV
TKS Fluid
Customs
Intl. Trash
Lavatory
Potable Water
pg. 9