Fuel Card Policy

Fuel cards enable the company to track fuel purchases associated with each employee and vehicle. For this reason, the fuel card policy is to be followed, with any exception being approved only by the location GM or regional team member functioning in his/her absence.

1. Every employee who is authorized to purchase fuel will be given a pin number that is assigned only to him/her. Company policy prohibits anyone else using that pin number. When used, the pin number attaches that specific fuel purchase to that individual.

2. Every individual fuel card is assigned to a specific vehicle. A fuel card is only to be used for the vehicle it was assigned to. It is not to be used for any other vehicle. For this reason, technicians are not allowed to keep fuel cards on their person; they must be left in the vehicle. Keep them out of sight in the vehicle, but in a common place so as to be easily found if another employee is using the vehicle (I.e. off the dash but in the glove box or clipped to the inside of the visor).

3. Employees are required to get a receipt with each purchase and turn those in weekly to the office or as directed by their manager. If no receipt prints at the pump, the employee is expected to go into the station and obtain a receipt. If for any reason a receipt cannot be obtained, the employee is to call his/her manager or MOD while on site.

4. Employees are prohibited from purchasing anything other than regular unleaded or diesel unless the vehicle requires otherwise.

5. Employees are prohibited from purchasing anything other than fuel (I.e. No car washes, no food, no automotive supplies, no washer fluid, etc.).

6. Employees are to follow the GM’s direction on approved locations for fuel purchases in an effort to control fuel expenses.

7. For locations with on-site fuel tanks:

a. Log’s must be available for the employee to completed.

b. Log’s must be filled out in full at time of fueling.

c. If an employee needs fuel and the log is missing or any other related issue, he/she is to contact his/her manager or MOD while on site.

Adopted 02/22/2023