FUEL CARD MANAGEMENT - 4108

(Revised: 11/2019)

(Renumbered from 4151 and Revised 11/2019)

The State Fleet Fuel Card can only be used by state employees conducting official state business. Additionally, state departments may authorize other individuals (such as retired annuitants, volunteers, etc.) who are on official state business and whose travel expenses are paid by the state, to use the card.

 

The State Fleet Fuel Card can be used for department-owned and DGS-leased vehicles. Additionally, departments are authorized to use the State Fleet Fuel Card for long-term commercial vehicle rentals through the state’s commercial car rental contract. A long-term commercial rental is defined as a vehicle rental of 30 calendar days or more that has been approved by DGS Office of Fleet & Asset Management (OFAM).

 

Allowable Purchases

As authorized by a department, the State Fleet Fuel Card may be used to purchase the following items when conducting official state business:

 

• Regular-grade unleaded gasoline and diesel.
• Alternative fuels such as E-85, biodegradable diesel, CNG, electricity and hydrogen.
• Fluids and lubricants (i.e. oil, antifreeze, washer fluid, etc.).
• Basic (low-cost) car washes.
• Emergency roadside assistance
• Tires in accordance to the statewide tire contract.

 

In addition, emergency purchases, such as wiper blades, fan belts, tires, etc., are allowed in urgent situations only. Emergency purchases must be defined and approved by each department.

 

Prohibited Purchases

The following items are prohibited and must not be purchased using the State Fleet Fuel Card:

 

• Unless specifically required by the vehicle manufacturer, the purchase of mid-grade or premium (supreme) unleaded gasoline is strictly prohibited.
• Fuel for personal vehicles.
• Miscellaneous items such as food or sundries (personal items).

Appropriate State Fleet Fuel Card Usage

It is the responsibility of each department to monitor and verify the appropriate usage of the State Fleet Cards issued to their employees. If misuse is determined, each department must take appropriate action according to their departmental policy.

 

Requirements

All state departments that utilize the State Fleet Card Program must implement oversight procedures as specified in the State Fleet Card Oversight Usage and Responsibilities (https://www.dgs.ca.gov/-/media/Divisions/OFAM/Fleet-Services-and-Operations/Fleet-Card-Oversight-Usage-and-Responsibilities.pdf). Each department will designate an employee to act as the Fleet Card Coordinator (Coordinator) to closely manage the department’s use of the State Fleet Card Program. This will include the review of fleet card exception reports on an ongoing basis.

 

Each department participating in the State Fleet Card Program must submit the Annual Certification Form (http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ofam003.pdf) indicating that the department has executed the required procedures as well as certified that it has assigned a Coordinator to manage its State Fleet Card usage, as stated in the State Fleet Card Oversight Usage and Responsibilities document. This certification must be submitted to the DGS on an annual basis by June 30 of each year.

 

Additionally, each department must ensure that all individuals authorized to use the State Fleet Card sign a Fleet Card User Agreement (http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ofam001.pdf). All active Fleet Card User Agreements should be kept on file by the department.

Department compliance with the State Fleet Card Program’s oversight requirements will be subject to auditing by the DGS on a periodic basis.

 

For more information, contact the DGS Fleet Services Call Center at (858) 611-OFAM (6326) or FleetServices@dgs.ca.gov.