Fleet Fuel Program
The University of Louisville has established a contract with Fleet One to provide a fuel program for University owned vehicles. Fuel cards provide a quick and convenient way for University drivers to purchase fuel at competitive rates. Departments shall be expected to follow the established guidelines.
Policies
Departments that wish to participate in the fleet fuel program must assign a vehicle coordinator for their department.
Only one fuel card can be assigned to a vehicle.
Fuel cards will be restricted to the type of fuel product the vehicle requires (e.g. gasoline or diesel).
A separate card can be obtained for small non-licensed vehicles or tools that would normally not have a fuel card assigned.
Vehicle Coordinator Responsibilities
Must attend mandatory annual training on the fuel card policies and how to access the online fuel management system.
Must perform monthly reconciliations, verifying transactions and receipts with the fuel card report.
Maintain all receipts and reports for three years.
If a vehicle is sold or surplused, the vehicle coordinator must destroy the fuel card and send the ProCard Office a Fuel Card Certificate of Destruction.
Responsible for reporting lost or stolen cards.
Responsible for notifying the ProCard Office to cancel an employee's PIN number when an employee is terminated or no longer with the department.
Cardholder Responsibilities
All fuel card users must be assigned a unique 4-digit PIN number and use the PIN number when purchasing fuel.
How to Obtain a Fuel Card
Complete the Fuel Card/PIN# Order Form located on the ProCard website. This form is to be used to request additional and/or replacement cards, order new cards, and to order or delete PIN numbers.
Department must specify the fuel type needed for the card, the spending limit, etc.
Card Pickup: The individual authorized to order cards will be required to sign the Fuel Card Log and Fuel Card Program Agreement at the time of pickup. If the authorized individual cannot be present at the time of pickup, a request must be made in writing to the ProCard Office, Attn: Charlotte Numann.
Fuel provider will email PIN number(s) to the vehicle coordinator.
Click below to access the Procedures and Order Form.
FleetOne Merchant Listing - Listing of where fuel can be purchased
HSC Card Office Relocation
