A best practice for when companies issue fuel cards to drivers is to have them sign a driver fuel card policy. The policy should clearly state your expectations for how drivers use the cards. Simple, right? Well, because many companies are unsure what to include, they skip the policy altogether. Let’s fix that with some quick tips for drafting a driver fuel card policy.
1) Start with an Explanation
It might seem obvious, but provide a brief explanation at the beginning so that drivers know what they are signing. Specify that the driver is being issued a card and PIN from your fuel vendor. State how the document outlines the permitted use of that card and verifies the driver’s understanding of your company's fleet fueling policy.
2) Outline the Terms
A good rule of thumb for outlining the terms 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 fuel at the start or end of their shift and during which hours and days fueling is authorized according to your fuel card controls.
Where can the card be used? Specify 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, he or she 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 if certain steps should be followed at the time of fueling such as entering the vehicle number or odometer. Indicate if drivers need to manually log any transaction information as well.
3) Add Acceptance Statements
Now that you’ve outline the terms of the policy, rewrite them as acceptance statements. Use first person so that it’s intuitive for the driver as he or she reads 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, not for personal use.”
4) End with a Signature
Include language that by signing the document, the driver agrees to the acceptance statements. Allow space for the driver to print and sign his or her name. Then file your paperwork so you can easily find it whenever you need it.
Topic: Fleet Fuel Cards