Invoices Rules and Regulations for AIR Card
Please ensure that all services, fees, and if applicable, taxes are included on the signed form from the customer. Below is the required information for invoice processing.
- Merchant number or merchant identifying information
- ICAO
- Card number
- Tail number/side number or Navy unit identification code (US Navy only)/serial number
- Date and time of delivery
- Invoice date
- Product or detailed description of purchases (Listed as separate line items)
- Fuel: net quantity of fuel in US gallons or liters with unit of measure clearly identified
- Price charged per unit
- Cost per unit for ground services and handling
- Pilot's signature and printed name
- Signature of fueling operator
- Cardholder name (e.g. unit or squadron name)
- Authorization code (see authorization code section)
- Invoice number and/or delivery ticket number
- Card expiration date
- 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 the currency in which the merchant agreed to be paid
- Taxes applicable to each product or service purchased
Without these required data points your invoices could be subject to dispute, and chargedback.
