How to Create a Company Fuel Card Policy [Free Template]

If your company issues fuel cards to drivers, having a clear, written company fuel card policy is crucial to the success of your fuel card program. A company fuel card policy sets expectations, outlines acceptable use, and establishes transparency between employers and employees. Yet many businesses skip this important step. The result? Fuel card misuse, confusion, and avoidable expenses.

The good news is, creating a strong gas card policy doesn’t have to be complicated. In this guide, we’ll walk you through how to draft a fuel card policy that’s clear, comprehensive, and easy for your drivers to follow. You’ll even get access to a free driver fuel card policy template to help you get started.

What is a Company Fuel Card Policy?

A company fuel card policy is a formal document that outlines how your employees can use company issued fuel cards. A well-built policy will include fueling instructions, terms, conditions, and acceptance statements.

What's the Purpose of a Company Gas Card Policy?

The main purpose of a company gas card policy is to establish accountability for using company fuel cards. It helps your employees understand what fuel and vehicle related purchases are allowed and outlines what fuel card misuse is. A company fuel card policy also gives fleet managers and business owners a concrete document to reference when auditing fuel transactions.

Benefits of Having a Fuel Card Policy

Here are the benefits you'll experience from establishing a driver fuel card policy.

• Reduces misuse: Prevents unauthorized purchases. 
• Establishes accountability: Clarifies driver responsibilities and expectations.
• Creates transparency: Creates a clear reference point for auditing fuel card transactions.
  
  

How to Create a Company Fuel Card Policy Step by Step

Here's how to create a fuel card policy for your company that will establish accountability and reduce fuel card misuse.

Step 1: Start with a Brief Summary of Your Fuel Card Policy

It's best to start with a brief summary of the company fuel card policy so that drivers know what they are signing. State that the driver is being issued a fuel card and a PIN. In the introduction, communicate that the document outlines the permitted use of fuel cards and verifies the driver’s understanding of company expectations.

Step 2: Outline the Proper Use Terms of Company Fuel Cards

A good rule of thumb for outlining instructions is to cover who, what, when, where, why and how.

• Who is allowed to use the card? Specify who is authorized to make a purchase, and state that the card is not to be used by other drivers or for personal use.

• What purchases are allowed? Indicate what types of purchases comply with your policy. If the card is restricted to fuel, indicate that and include the type allowed (e.g., diesel only, diesel and regular unleaded, etc.).

• When can the card be used? Specify if drivers should refuel at the start or end of their shift and during which hours and days fueling is authorized.

• Where can the card be used? Show which fuel locations or brands are allowed.

• Why must a driver adhere to the policy? Make it clear that if the driver does not follow the policy, they will face disciplinary actions that could include revoking use of the card, repayment of fraudulent purchases, and/or termination of employment.

• How should a purchase be made? Provide instructions for certain steps to be followed at the time of fueling, including entering the vehicle number or odometer. Indicate if drivers need to manually log any other transaction information as well.

Step 3: Add Acceptance Statements

Now that you’ve outlined proper use terms of the policy, rewrite them as acceptance statements. Use the first person point of view so that it’s intuitive for your drivers as they read the document. For example, “I understand that I have been issued a card which is to be used only by me for fueling company vehicles, and is not permitted for personal use.”

Step 4: End with a Signature

Include language such as "by signing the document, the driver agrees to the acceptance statements." Allow space for the driver to print and sign their name, and include the date for good measure. Then file your paperwork so you can easily find it if an issue arises. 

Use a Free Driver Fuel Card Policy Template To Get Started

You don't have to start from scratch. To give you a head start, we made a completely customizable driver fuel card policy template. After you download the free fuel card policy template, enter your company details in the example prompt fields. Then you can simply edit any of the language in the document to fit your company's needs.