09-03 - Commercial Fuel Card Use Flashcards
To fill a jerry Can…what is the procedure and documentation required.
- use the card assigned to the apparatus
- use separate transactions for fuelling the vehicle and for filling the jerry can
- Document on the receipt ‘BULK FUEL” and the vehicle number
- Submit the receipt along with the Monthly maintenance report.
Purchasing Restrictions
-only corporate fuel purchases are to be charged on the fuel card. all other transactions are prohibited
Fuel card Assignments
Fuel may only be purchased for the vehicle that the card has been assigned to.
Fuel Types
-Only regular gas or diesel(as applicable) may be purchased for vehicles that do not have any specific fuel requirements.
Loyalty Points
In accordance with the Corporate Credit Card policy, employees may not benefit by earning reward points on personal reward programs when purchasing fuel.
Receipts
- The employee that uses the fuel card must print and sign his/her name at the top of the receipt along with the vehicle number. No other writing shall be on the receipt.
- If a card is used for a vehicle that it is not assigned to, the unit number and the correct odometer reading of the target unit must be written on top of the receipt.
- Receipts must not be altered any way, shape or form.
Fuel log in the log book.
After fuel is purchased, document the purchase in the fuel log book. The fuel log pages are to remain in the binder for a period of one year, after which time they can be sent to the A&M
Non-Compliance
- Purchase of items other than fuel for City vehicles and equipment
- Non-submission of receipts monthly
- No documenting proper information on the receipt
- Collection of loyalty points on personal loyalty programs
- Omitting or incorrectly entering the odometer reading
- The use of non-regular gasoline or diesel fuels
- Non-enforcement of this policy by management.
