Fuel Card Usage Policy

A fuel card usage policy sets out the terms that employees must agree to when using the fuel card that belongs to the business. This set of terms protects both the business and the employee from any tax issues or misuse of the fuel card. Each business fuel card policy is likely to differ based on the business needs and operations. In this article we take a look at the core factors that should be included in every fuel card usage policy and why they are important.

Explain the Document

Start by explaining the document, drivers need to fully understand what they are signing and the relevant implications. They must be fully aware of what they are being issued and what this document is in reference to. Include their name and specific details about the fuel card they have been given, if possible, include the fuel card number and vehicle registration number that is associated with that fuel card. If the fuel card can be used with a number of vehicles list them all within the document or refer to them in a way that is made clear to the employee which vehicles they are.

How the Fuel Card Is Used

  • How to use the fuel card – be specific here, explain in simple language the process the driver must go through when purchasing vehicle fuel and paying for it with the fuel card issued.
  • Where the fuel card can be used – name the relevant forecourts the fuel card can be used at. You might also want to reference the nearest petrol station to the driver.
  • Links to any relevant online content, in the case of fuelGenie this would include:
    • A link to the fuel card app
    • A link to the petrol station finder
    • A link to how to use your fuel card

Acceptance Statements

Set out a number of acceptance statements, by signing the document the driver is agreeing to these statements. These statements should cover the following points:

  • Fuel Card Usage – most fuel card policy’s state that the fuel card is not to be used for personal vehicles or non-business usage.
  • Accountability – we recommend a statement that specifies the driver is accountable for keeping the fuel card and details safe and to report immediately if the fuel card is lost or stolen.
  • Repercussions – set out in the document what will happen if the driver does not adhere to the policy. This could result in disciplinary action or deduction of the personal fuel cost from the individual’s salary.

Signature and date

Finish the document with a statement that explains by signing the document the employee is accepting the statements within. Require the employee to print and sign the document before using their fuel card. Add a date to the document and file so that it can be easily found if any issues occur. Provide a copy of the signed document to the employee for their reference.

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