Fuel Card Policy Drafting Guide

In order to control expenses and protect the bottom line, many companies issue fleet fuel cards. When correctly implemented, they reduce administrative time, lower costs, and provide security and control to both drivers and fleet managers. 

Don’t assume you can just hand out cards to drivers and watch the savings roll in. A fuel card policy acts as an instructional guide that defines your expectations for how drivers use their cards. It also identifies the consequences of theft or misuse of the card. 

If you’re unsure of what to include, don’t let that be the reason you skip implementing a policy altogether. Use this drafting guide to create a fuel card policy that’s clear and easy to understand.  

Open with an Explanation 

Start by letting drivers know what they’re signing. Explain that your company has implemented fuel cards to manage the fleet more effectively.  

Before getting into the details, explain that the policy will outline the card’s permitted uses. Specify that the intention is to ensure the driver’s understanding of your fuel card policy, not to make them feel restricted.  

Define the Terms of Use 

When outlining the terms of your fuel policy, identify the who, what, where, when, why, and how.  

• Who is permitted to use the fuel card? Each card is assigned to a specific driver who is authorized to make purchases. They should protect their card and not allow other drivers to use it.  
• What can the card be used for? Cards can be customized for specific types of purchases, such as fuel only. Identify any purchase restrictions, and emphasize that the card is never authorized for personal use.  
• Where can the fuel card be used? Depending on your vendor, the fuel card will work at different locations and with different brands. Identify what’s accepted in your policy.  
• When can drivers use the card? Fuel cards come with controls for when fueling is authorized. Specify if you want drivers to fuel up during certain hours, days, and/or at the start or end of their shifts. 
• Why is this policy in place? Define the consequences of not adhering to the fuel card policy. Disciplinary actions could include repaying unauthorized purchases, revoking card access, and termination or suspension of employment.  
• How are purchases made? Specify if drivers need to enter their license and odometer reader before making a purchase. Explain any transaction logging you want them to provide.  

Obtain Acceptance and Signature 

As with most policies, it should end with the driver’s signature. This indicates that they accept the terms of use for the fuel card.  

Be sure to periodically review and refine your policy as needed. Adapting your management strategies ensures your fleets are running efficiently.  

A Fuelz Fleet Card does more than save you money at the pump. With customizable options and real-time controls, everything works for your specific needs. The card is accepted nationwide and is backed by customer-focused service. To learn more about the benefits of a Fuelz card, contact us or call 855-GO-FUELZ.