FTPM Strengthening Oversight – Contributing to Readiness

September 26, 2025 Kristin Walker

The Fuel Transaction Processing Module (FTPM) enhances the effectiveness of  AFI 11-253 by minimizing human error, enforcing standardization, and automating oversight functions. The result: greater accuracy, reduced workload, cost savings, and improved audit readiness. 

Key Capabilities of FTPM

  • Automated Transaction Matching
  • Integrates data from multiple systems for end-to-end validation of every fuel or ground service purchase.
  • Ensures traceability from receipt → financial entry → payment, closing audit gaps, and supporting accountability.

 Real-Time Validation and Alerts

  • Continuously monitors transactions for anomalies (e.g., duplicate charges, unusual quantities, or non-contract vendors).
  • Automated alerts allow issues to be addressed immediately rather than waiting for monthly reconciliation.
  • Dashboards track whether required documentation (receipts, memos, SF-44 forms) has been uploaded and validated.

Standardized Templates and Digital Forms

  • Enforces the standardization required by AFI 11-253, including memos and validation forms.
  • Digital signatures with audit logs tie actions to individuals, improving accountability.
  • Integrated electronic forms reduce paperwork loss and streamline approvals.

Reconciliation Automation

  • Replaces manual, spreadsheet-based checks with automated reconciliation against vendor billing and financial entries.
  • Ensures 100% of transactions are reviewed, not just samples.
  • Outliers are flagged for manual attention, focusing personnel on high-risk cases.

Audit Trail and Records Retention

  • Automatically archives receipts, memos, and reconciliations in a secure, searchable repository.
  • Tracks who validated, who approved, and when—simplifying IG and GAO reviews.
  • Cloud-based storage maintains compliance even during deployments or personnel turnover.

Training and Knowledge Retention

  • Provides standardized workflows aligned to AFI 11-253 so new personnel can onboard quickly.
  • Interactive guides reinforce segregation of duties.
  • Built-in reminders and checklists reduce the risk of missed monthly reconciliations.

 Enterprise-Level Oversight

  • Delivers headquarters-level dashboards and roll-up reports for visibility across bases.
  • Highlights units with late reconciliations, high exception rates, or missing documentation.
  • Enables leaders to identify systemic risks proactively rather than reacting after audits.

Conclusion

FTPM does not replace the responsibilities defined in AFI 11-253—it enhances them, making them easier, faster, and more reliable. By automating reconciliation, embedding standard templates, enforcing segregation of duties, and providing a transparent audit trail, FTPM directly strengthens oversight and accountability in aviation fuel and ground services purchases.