FUEL CARD
POLICY AND PROCEDURES
December 2014
Fuel cards offer a convenient way for employees to re-fuel vehicles quickly and efficiently in the
course of business. Fuel cards also offer a way to track fuel purchases and audit fuel use. The
purpose of this policy is to provide rules, guidance and procedures for the use of College fuel
cards (the Card); it supplements the applicable paragraph (Gasoline) of the Personal Use of
College Owned Vehicles Policy and Procedures, and the Car Request Policies and Procedures,
as applicable to the employee and/or situation.
POLICY
Effective immediately, all College controlled (owned, assigned or rented/-leased) vehicles will be
equipped with a fuel card (the Card). Employees who are assigned the regular use of such
College vehicles will be required to sign a Fuel Cardholder Agreement acknowledging the
requirements and proper use of the Card (refer to Appendix A).
Employees who request the use of one of the three College vehicles in the loaner pool will
instead sign a Vehicle Request Form acknowledging the requirements and proper use of
the Card. The Vehicle Request Form is also signed by the authorizing supervisor.
Employees accept responsibility for the protection and proper use of the Card whenever the
vehicle is assigned to them. Purchases must be made from preferred vendors (Exxon/Mobil)
whenever possible and the Card must be used whenever the vehicle is fueled. The College will
audit the use of the Card and it cannot be used, or allowed to be used, for unauthorized fuel
purchases including, but not limited to, use of the Card to fuel a personal vehicle or other
vehicle not controlled by the College.
Improper use of a Card may result in disciplinary action, up to and including termination of
employment. Unlawful use of the Card will be reported to the proper legal authorities. Should
an employee fail to use the Card properly, the College or its designee may collect any amounts
owed from the employee’s wages or otherwise, even if no longer employed by the College.
Policy Exceptions
Executive-use vehicles (described as those College vehicles personally assigned to the
president or select vice-president(s)) should be fueled using the card for business purposes
only.
Commercial or other large, heavy-duty vehicles (i.e., mowers, tractors, construction vehicles)
used by Physical Plant, which don’t normally go off campus will continue to be fueled at the
campus fueling point.
Other vehicles may be exempted from the fuel card requirement only if approved by the Vice
President for Finance/CFO.
PROCEDURES
The Purchasing Department will obtain and issue fuel cards for non-exception Collegecontrolled vehicles.
Employees who are assigned a vehicle as part of their job duties will receive a PIN number,
allowing them to use the Card at a fuel station.
The PIN will be requested by the employee’s department head; an e-mail will suffice as a
valid request.
It is the department head’s responsibility to ensure that the employee has a valid
operator’s license, is at least 21 years of age, and has received the appropriate training
for any College vehicle requiring it (i.e., high-capacity passenger vans and the Admission
Bus).
Employees will sign the Fuel Cardholder Agreement, which will be filed in the Purchasing
Department.
Fuel Cards, along instructions, a list of gas stations in the area and their hours of operation, will
be left in the glove compartment or otherwise controlled and issued by the department head.
Employees must immediately report any lost or stolen fuel card to their supervisor and to the
Purchasing Department.
College Loaner Pool Vehicles
College loaner pool vehicles must be returned with a full tank of gas and employees receiving
authorization to use a loaner vehicle must obtain a PIN from the Purchasing Department prior to
using the vehicle.
The department head’s authorization signature on the Vehicle Request Form will serve
as a valid request for the PIN.
Refer to the Car Request Policies and Procedures for employees requesting use of a
vehicle from the loaner pool.
Using the Fuel Card
At the fueling station, the employee will take the following steps to obtain fuel:
1. Enter or swipe the card at the pump control
2. Enter the vehicles odometer reading
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3. Enter Employee PIN
4. Fuel vehicle
5. Obtain receipt
6. Return card to vehicle
Receipts and Accounting
Employees will obtain receipts for all fuel purchases.
Employees who have used a College loaner vehicle will turn in the fuel receipts when returning
the keys.
For College employees who are issued non-executive vehicles as part of their job compensation
(i.e., Office of Admission), please refer to Personal Use of College Owned Vehicles Policy and
Procedures for reimbursement procedures for the taxable portion of the vehicle use.
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Appendix A: Sample of Fuel Cardholder Agreement Form
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