If you’re anything like me, I cringe when I hear the word “policy”. I don’t know why, but it’s like nails on a chalkboard. However, when it comes to fleet fuel management, having a written driver fuel card policy is a must because it will make your job (as a manager) a whole lot easier.
Why every fleet should have a driver fuel policy?
- To set a clear expectation of how your company fuel cards should be used
- To give your drivers a sense of ownership or responsibility over their fuel card
- To let your drivers know the consequences of misuse and theft
Step 1: Draft A Formal Driver Card Fuel Policy
As you already know the best documents include who, what , when, where , why, and how (in no particular order). You can get a head start by downloading this free driver fuel card policy template. Here’s some specific examples that will help you create a complete driver fuel card policy
Who
Employees authorized to fuel company vehicles are issued a (5) digit Driver ID to be used with the company’s [PRODUCT NAME].
Why
This document is to verify that you understand your responsibilities and the company’s policies regarding the use of your Driver ID.
When
I understand that each time I use a [PRODUCT NAME] I am required to completely fill the vehicle’s fuel tank and enter an accurate odometer reading. This will allow the company to monitor fuel usage and track required maintenance intervals. My failure to do this may result in disciplinary action.
Where
This is where you can include specific fuel stations they are supposed to use.
Use only at this CFN location:
12902 E. Park St.
Santa Fe Springs, CA 90670
What
I understand that the [PRODUCT NAME] is not to be used for personal vehicles or non-business purposes. Using the [PRODUCT NAME] for any purpose other than official business use will be considered theft of company property.
How
Simply share this instructional article on how to use a CFN card or see if your fuel card provider has an instructional guide.
We have already done most of the legwork for you. Simply download the free driver fuel card policy template.
Step 2: Implement
What good is a policy without implementation. Make sure all current and new drivers sign your new driver fuel card policy so everyone is on the same page.
Step 3: Review and Refine
After some time goes by, make sure to always review and refine your driver fuel policy. As you already know, the most efficient fleets are lead by managers that are always adapting fleet management strategies.