Fuel Card Usage Policy
This policy establishes binding corporate rules for the issuance, use, reconciliation, and enforcement of company fuel cards. All drivers and fleet personnel must comply to prevent misuse, control fuel costs, and maintain audit integrity.
Fuel cards are a high‑value operational asset and a primary tool for expense control. This policy defines the mandatory requirements for card assignment, personal usage restrictions, transaction reconciliation, and fraud prevention. Any violation — including unauthorized purchases, sharing of cards, or failure to report lost/stolen cards — will result in immediate card suspension and disciplinary action up to and including termination. The company retains the right to audit all fuel transactions and recover funds from drivers who violate policy.
This policy applies to all company‑owned and leased vehicles, including light‑duty trucks, heavy transport, and service vans. It covers every driver employed by the company, temporary operators, and any personnel issued a company fuel card. All fuel purchases, car washes, DEF (diesel exhaust fluid) refills, and vehicle‑related expenses made using the card fall under these rules. Personal vehicles are excluded. Third‑party operators contracted on a per‑trip basis must receive written authorization from the Fleet Manager.
- Fuel cards may only be used for business‑related fuel, DEF, and approved vehicle expenses. Personal use — including fuel for personal vehicles, cash advances, or non‑fuel items — is strictly prohibited.
- Drivers must retain all original fuel receipts and submit them via the designated expense system within 5 business days of each transaction.
- Cards are assigned to specific drivers and may not be shared, loaned, or used by unauthorized personnel.
- Any single purchase exceeding 150 liters requires prior approval from the Fleet Manager. Any purchase over 200 liters will trigger an automatic audit.
- Lost or stolen cards must be reported to the Fleet Manager within 1 hour. Failure to do so may result in the driver being held financially liable for unauthorized charges.
- Monthly reconciliation: Fleet Manager reviews all fuel card transactions for anomalies. Any unexplained variance must be investigated within 10 business days.
- Fleet Manager — Issues and cancels fuel cards; sets purchase limits; reviews monthly transaction reports; investigates anomalies; enforces disciplinary actions.
- Drivers & Operators — Use fuel cards only for approved business expenses; retain all receipts; report lost or stolen cards immediately; comply with reconciliation requests.
- Finance Department — Processes expense submissions; reconciles card statements; flags discrepancies and escalates to Fleet Manager; maintains audit trail.
- Human Resources — Supports disciplinary proceedings for policy violations; ensures documented driver acknowledgment of policy on hire and annually.