University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Fuel Credit Cards

UPPM 95.37

For more information contact:
   Payment Services — Card Programs
   509-335-2032 / 509-335-2034 / purchasing.card@wsu.edu 

Forms:

1.0   Overview

Washington State University uses fuel card services provided by a fleet fuel card contract. Authorized University departments and personnel may use a University fuel credit card (referred to as “fuel card” in this policy) at most major fuel supplier locations or electric vehicle charging stations that accept fleet fuel cards. Links to the fleet card provider and merchant locator is available from WSU Card Programs.

Fuel cards are to be used to purchase fuel or electric vehicle charging for University-owned or business-related rental vehicles and equipment only.

This policy provides requirements regarding obtaining and using WSU fuel cards.

Note: Gasoline and diesel are prohibited purchases for the WSU Procurement Card (see UPPM 70.08). The fuel card is the only WSU credit card that may be used to purchase fuel for University-owned or business-related rental vehicles and equipment.

2.0   Applicability

This policy applies to all University units which require credit cards for commercial fuel purchases or electric vehicle charging of University-owned or business-related rental vehicles and equipment.

3.0   Roles and Responsibilities

3.1      Payment Services

Payment Services is responsible for:

  • Receiving and reviewing monthly invoices.
  • Reviewing monthly departmental charges and preparing monthly Workday EIB uploads to either:
    • Charge departmental default budget(s); or
    • Charge budgets based upon departmental monthly fuel charge FDM Worktag details.
  • Generating monthly payments.

3.2     Card Programs

Card Programs is responsible for:

  • Providing central administration for the commercial fuel card program.
  • Receiving applications from departments for new fuel cards.
  • Creating and maintaining account information for each fuel card issued.
  • Closing fuel cards which are lost, stolen, or are no longer needed by departments.
  • Maintaining lists of department fuel card custodians.
  • Setting up and managing department fuel card custodian requests for website access.

3.3     Fuel Card Provider

The fuel card provider is responsible for:

  • Issuing fuel cards.
  • Receiving reports of lost or stolen fuel cards.
  • Receiving and investigating reports regarding contested invoices or charges.

3.4     Fuel Card User

The fuel card user is responsible for:

  • Understanding and complying with rules for use of the WSU fuel card.
  • Submitting transaction documentation to the departmental fuel card custodian in a timely manner.
  • Reporting lost or stolen fuel cards to the fuel card provider and the department fuel card custodian.

3.5     Department Fuel Card Custodian

The department delegates an employee to serve as fuel card custodian. (See Section 5.1.)

The department fuel card custodian is responsible for:

  • Maintaining control and inventory of all fuel cards issued within the department.
  • Maintaining a list of the department’s assigned fuel card users.
  • Ordering new fuel cards, as needed, by submitting a Fuel Card Application form to Card Programs. (See Section 5.2.a)
  • Collecting and reconciling fuel charge receipts with the monthly fuel card account invoice. Current reconciliation procedures are available from Card Programs.
  • Retaining all fuel credit card purchase records for six years after the end of the fiscal year in which the purchases occurred (see the All-University Records Retention Schedule for records retention requirements).
  • Reviewing fuel purchases for compliance with University policies and for patterns of fuel use.
  • Investigating and documenting anomalies in usage, such as unexpected increases or decreases or unauthorized expanded services.
  • Documenting and reporting policy violations to the department chair or director and Card Programs.
  • Reporting lost or stolen fuel cards to Card Programs.
  • Reviewing departmental fuel card charges monthly.
  • Submitting (or verifying submission of) monthly fuel card charges for approval by the are finance officer or their delegate.
  • Notifying Card Programs if leaving the departmental position or if the department transfers the responsibilities of fuel card custodian to another employee.

    Note: The department is responsible for ensuring that Card Programs is notified of any change to the department fuel card custodian.

3.6     Department Chair or Director

The department chair or director is responsible for approving:

  • Applications for departmental fuel credit cards; and
  • Card custodian changes.

4.0   Allowable Purchases

4.1      Fuel Purchases

The card may be used to purchase diesel or gasoline fuel. Fuel card users may purchase regular unleaded fuel only for passenger cars, vans, and small trucks. Mid-grade unleaded fuel is an allowable purchase for medium- and heavy-duty trucks and trucks from model years 2000 and earlier.

Within reason, card users are to strive to obtain the best value available.

4.2     Expanded Services

The default usage limits on WSU fuel cards allow for fuel purchases only. The department must request the assignment of special limits to a fuel card to allow purchases of expanded services. Expanded services may include:

  • High volume fuel usage (long-distance and out-of-state);
  • Routine maintenance (e.g., oil change, belt replacement);
  • Emergency vehicle services (e.g., towing, tire/repair change, battery jump); and
  • Electric vehicle charging.

    Note: An adjustment to the allowed merchant category codes is necessary if the fuel card is to be used to charge an electric vehicle.

To request special limits to a fuel card, e-mail Card Programs at least two business days in advance.

The driver’s department is responsible for paying the cost of any expanded vehicle services.

4.2.a    Planning for Expanded Services

Prior to leaving on any trip with a fuel card, the driver should ask the department’s card custodian the following questions:

  • Does the fuel card allow for purchases other than fuel?
  • What other method of payment is used if:
    • Emergency vehicle services are needed;
    • The card is limited to fuel only; and/or
    • The card provider does not allow emergency service purchases from the available supplier?

The department may:

  • Submit a Fuel Card Change Request to allow expanded services, either on a temporary or permanent basis (see Section 5.11);
  • Provide the driver with an alternate payment method in case of emergency; or
  • Require the driver to pay for the services with their own funds.

    Note: If the driver pays for emergency vehicle services while in travel status, they submit an Expense Report in Workday upon return to request reimbursement. (SeeUPPM 95.20 and the Workday Create Expense Report reference guide.)

To avoid nonpayment situations, Card Programs advises fuel card users to secure a payment method for possible repairs or towing before leaving on a trip with a WSU fuel card.

4.2.a.i    Arranging for Emergency Vehicle Service

In the event of a breakdown, the driver/fuel card holder is responsible for locating, communicating with, and securing services from local area towing and repair services.

The types of emergency vehicle services allowable for purchase using a WSU fuel card varies from supplier to supplier, based upon the supplier’s contract with the fuel card provider.

Drivers of WSU Pullman Motor Pool vehicles must contact Motor Pool to arrange for emergency vehicle services; telephone 509-335-9000. (See UPPM 95.35.)

4.2.a.ii   Routine Maintenance

To purchase routine maintenance services, e.g., car washes and oil changes, the card must have approved special limits allowing such purchases.

5.0   Procedures

5.1      Fuel Card Custodian Agreement

The department fuel card custodian must be familiar with fuel card policies and procedures and agree to comply with the terms of use by signing and submitting the Fuel Card Custodian Agreement.

The fuel card custodian must notify Card Programs if the card custodian responsibilities are transferred to another employee. The new fuel card custodian must then submit a completed Fuel Card Custodian Agreement to Card Programs.

Upon receipt of a new Fuel Card Custodian Agreement, Card Programs e-mails the new fuel card custodian with the following:

  • Current orientation instructions;
  • Direction to the Card Programs – Fuel Card webpage for processes and resources; and
  • Access to the fuel card provider’s website.

To obtain a list of the cards and security codes assigned to the department, the fuel card custodian e-mails a request to Card Programs.

5.2     Acquiring a Fuel Card

5.2.a   Application

To obtain a fuel credit card, the department fuel card custodian completes and e-mails a Fuel Card Application to Card Programs.

Fuel cards are issued in the department’s name, rather than an individual employee’s name.

Note: If the department maintains a separate fuel card for each vehicle, the fuel card custodian orders a new fuel card when the department acquires a new vehicle.

Card Programs maintains the application copy to verify the card custodian signature for the department’s fuel cards ordered.

5.3     Card Options

Fuel cards are available in three usage types:

  • Vehicle-specific cards;
  • Employee-specific cards; and
  • Generic cards.

The department indicates the type of card they are requesting under Fuel Card Use Options on the Fuel Card Application.

5.3.a   Vehicle-Specific Card

A vehicle-specific card is authorized for fuel, electrical charging, or expanded services purchases for a single University-owned vehicle used by a specific department. The card is embossed with a vehicle identifier.

If the vehicle is then sold or transferred to another department, the card is to be terminated. Contact Card Programs to terminate a card. (See also Section 5.10.)

5.3.b   Employee-Specific Card

An employee-specific card may be used by the employee named on the card or their delegated user, to purchase fuel, electric vehicle charging, or expanded services (as appropriate) for any University-owned vehicle or gas-powered equipment or University business-related rental vehicles and equipment operated by department personnel.

5.3.c   Generic Card

A generic card may be used to purchase fuel or electric vehicle charging for any University-owned vehicle or gas-powered equipment, or business-related rental vehicles or equipment operated by department personnel.

5.4     Purchase Limits

Limits are set on all WSU fuel cards as a security measure to reduce the risk of fraud. All available limits shown are on the fuel card application form under Card Limits.

The standard (default) purchase limits for WSU fuel credit cards are as follows:

  • $1000 per month;
  • Three transactions per day; and
  • Retail fuel purchases only.

5.5     Identification Numbers

At the gas pump, the fuel card user is asked for two security identification numbers.

Card Programs works with the department fuel card custodian to set up the department’s preferred fueling security settings. Two of the three following options are entered at the fuel pump:

  • A personalized driver/user ID number;
  • A vehicle-specific PIN; or
  • The current vehicle odometer reading.
5.5.a    Driver/User ID

Card Programs may set up driver/user-specific ID numbers associated with fuel cards. This option is best practice for security, identifying user activity, and auditing transparency.

5.5.b    PIN Number

Card Programs may assign a vehicle-specific PIN or provide a pool of PINs assigned to the department. If a vehicle-specific PIN is not assigned, the departmental fuel card custodian chooses a usable PIN from the pool of numbers to assign to the fuel card. See also Section 5.6.a.

5.5.c    Odometer Reading

At the gas pump, the fuel card user is also asked for an odometer reading. The department fuel card custodian may require each user to enter the actual odometer reading to track mileage and maintenance. Accurate entry of the vehicle’s current odometer reading is important for recordkeeping and auditing purposes. See also Section 5.6.a.

5.6    Using the Fuel Card

The fuel card user may purchase fuel or electric vehicle charging from any commercial station accepting WSU fuel cards. The card works at the pump but may be declined if use is attempted inside a commercial fuel station, depending on the merchant category codes authorized on the fuel card.

WSU fuel card transactions are financial commitments for which the University is liable. Personal purchases, or use to fuel personal vehicles, are strictly prohibited. Fuel card users are to purchase fuel with the fuel card for University-owned, or business-related rental vehicles and equipment only.

5.6.a   Completing Purchases

At the point of sale, the fuel card user must:

  1. Follow the current procedural “At the Pump” instructions available from Card Programs.
  2. Collect and sign the fuel transaction receipt.
  3. Submit either a hard copy or scanned transaction receipt, in legible condition, to the fuel card custodian immediately.

    If the fuel card user does not receive a receipt, they must submit an Affidavit of Lost Receipt to the fuel card custodian. See Section 5.8.a and UPPM 95.20.

Important! Steps 2 and 3 must be followed to remain in compliance with record retention policies. Failure to comply may result in additional training requirements or suspension of fuel card privileges to individual users.

5.7     Budget Coding

Monthly department fuel card usage charges may be allocated in either of the following ways:

  • The department assigns default Foundation Data Model (FDM) worktags (project, program, gift, grant, cost center, fund, function, etc., to each card; or
  • The department provides Card Programs with a monthly breakdown of fuel usage and FDM worktags to which usage charges should be allocated.

All fuel expenses charged on the fuel card are allocated to the assigned FDM worktags by an EIB upload submitted by Payment Services, which posts as a journal entry against the department’s budget. See the Workday Submitting Revenue Transfers Using EIB reference guide for more information.

5.8    Billing and Payment

By the fifth day of each month, the fuel card custodian completes the fuel card reconciliation process.

5.8.a   Documenting Transactions

A receipt is required for each fuel card transaction. If no receipt is obtained by the fuel card user, they must complete and submit an Affidavit of Lost Receipt form to the fuel card custodian. See UPPM 95.20. If an Affidavit of Lost Receipt is used in place of a receipt, the fuel card custodian completes the missing receipt process.

Card Programs then pays the monthly fuel charges invoice by the due date each month.

Payment Services creates and processes a monthly EIB upload into Workday to pay the month’s fuel use charges that are invoiced by the fuel card provider. The EIB upload charges either the default budget, or the monthly charges detail provided by each department.

5.8.b    Contesting a Charge

To contest a fraudulent charge on a fuel card account or report an issue with a valid charge, contact Card Programs.

5.8.c    Reconciliation and Approval

The department fuel card custodian reconciles the fuel card monthly charges in accordance with Card Programs fuel cards charges reconciliation process.

Reconciliation packages must be approved by the area finance officer or their delegate(s) and be retained in accordance with the all-University records retention schedule.

5.9     Monitoring and Audit

The use of WSU fuel cards issued to a department is to be monitored by the fuel card custodian and the department chair or director and is subject to audit.

5.9.a   Misuse or Mismanagement of Fuel Cards

The University may take any or all of the actions below for misuse or mismanagement of WSU fuel cards:

  • Card Programs may:
    • Issue a written warning to the fuel purchaser, fuel card custodian, or department chair or director.
    • Issue copies of written warnings to the responsible department chair or director and/or to the Office of Internal Audit.
    • Suspend or cancel the card.
    • Require that the card custodian receive additional training before a card is reinstated or reissued.
  • Card Programs or the responsible department may report the violation to the appropriate vice president and/or the Office of Internal Audit.
  • The University may pursue employee termination or criminal prosecution. Additionally, the University may take appropriate recovery actions permitted by law.

5.10     Reporting Lost or Stolen Fuel Cards

To report a lost or stolen card, as soon as possible the fuel card user or department fuel card custodian must call the 24-hour toll free phone number found:

  • On the back of the fuel card;
  • The fuel card’s original paperwork; and
  • Card Programs website.

The fuel card provider cancels the card immediately after receiving notification of a lost or stolen card.

If the fuel card user cancels the fuel card, they must also notify the fuel card custodian. The fuel card custodian reports the lost or stolen card and the card’s cancellation to Card Programs.

The fuel card provider issues a replacement card which is available for pickup at Card Programs approximately five business days after cancellation of the lost or stolen card. Card Programs e-mails the fuel card custodian when the replacement card is available.

5.10.a   WSU Locations Other Than Pullman

For offices located outside the WSU Pullman campus, Card Programs sends the card to the applicable department fuel card custodian after receiving the replacement card from the fuel card provider.

5.11    Requesting Changes to Fuel Card Accounts

The fuel card custodian may request changes to fuel card accounts by submitting a Fuel Card Change Request or e-mail to Card Programs.

Card Programs processes the following changes from the Fuel Card Change Request:

  • Change the card custodian (in accordance with the instructions to complete card custodian changes available from Card Programs.
  • Close a fuel credit card.
  • Add or delete a driver/user ID or vehicle identifier (PIN) to/from the department’s pool.
  • Change the default FDM worktags.
  • Change the card limits by adding or removing special limits or expanded services. (Default limits apply to all cards.)

5.12    Termination of a Fuel Card

When a card is no longer required, the fuel card custodian must send an e-mail or Fuel Card Change Request to Card Programs requesting cancellation of the card.

After Card Programs confirms the cancellation, the fuel card custodian destroys the card.

6.0   Related Resources

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Revisions:  Oct. 2024 (Rev. 634); Jan. 2021 (Rev. 560); Sept. 2017 (Rev. 499); Feb. 2010 – new policy (Rev. 356).