Minnesota Department of Transportation

511 Travel Info

MnDOT Policies

Fuel Card

MnDOT Policy #FM021
Effective Date: December 23, 2019

View/print signed policy (pdf)

Fuel Card Processes and Procedures

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Responsible Senior Officer: Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Maintenance
Policy Contact: Fleet Manager, Office of Maintenance

Policy statement

All authorized users of MnDOT fuel cards (hereinafter, “authorized users”) must use the fuel card for fuel only to conduct state business.

The preferred method for fuel card purchases is to pay at the pump. If a pay at the pump option is not available, the authorized user must first verify with the commercial vendor that the fuel card is accepted prior to dispensing fuel.  Improper use of the fuel card or of an employee’s assigned Driver ID may result in disciplinary action up to and including dismissal. Fuel card users must report improper use by emailing a description of the improper action to the Fleet Manager at Fleet.dot@state.mn.us.

Authorized fuel card users must obtain a receipt for fuel card transactions and provide it to the District/Office Fuel Card Coordinator.

As part of this policy, MnDOT has published Fuel Card Processes and Procedures, located in the MnDOT Business Manual. These processes and procedures are incorporated into this policy and include details about obtaining a fuel card, permissible purchases, transaction limits, consequences of improper use, and other fuel card-related processes and procedures.

Any violation of this policy or the Fuel Card Processes and Procedures may result in disciplinary action, up to and including dismissal.

Reason for policy

The Minnesota Department of Transportation (MnDOT) is subject to the Minnesota Department of Administration’s “Fleet Card Use Policy” (pdf) which requires MnDOT to adopt the standard Fleet Card policy or to submit one of its own. In order to assign responsibility and because of its unique fueling needs, MnDOT has chosen to develop its own policy. The purpose of this policy is to ensure that the fuel card is used in compliance with applicable laws, policies and procedures, by authorized users, and that the state’s fleet assets are operated and managed efficiently and cost-effectively.

Applicability

All MnDOT employees must comply with MnDOT policies.

Key stakeholders affected by this policy include:

  • District/Office Fleet managers
  • District/Office Fuel Card Coordinators
  • Managers and Supervisors
  • Authorized Fuel Card Users

Definitions

Assigned Driver ID

A unique, private number, generated in M5, which is assigned by the Fleet Manager to the authorized user.

*Note: This number should only be used by the person to whom it is assigned for fuel card purchases.

**See New Employee Resource Guide (pdf)

Authorized user

A MnDOT employee who has been issued an Assigned Driver ID and has reviewed this policy.

Card Provider

The contracted fuel card vendor as identified on the current state contract: C-712(5), Cards, Fleet Services Fuel Cards.

Fleet Manager

A role within MnDOT's Office of Maintenance responsible for managing and directing automotive fleet operations. 

*Note: The Fleet Manager also serves as MnDOT's Fleet Card Program Administrator.

Fuel

An energy source used to power a vehicle that includes petroleum products, bioblends, and electricity.

Fuel Card

  • Designated Unit Fuel Card: A credit card which has been associated with a specific MnDOT-numbered unit (piece of fleet equipment) to be used on fuel purchases for state-owned vehicles.
    *Note: Fuel charges made with this card are costed to the unit number. These cards are limited by the card provider for fuel products only and should ONLY be used for the unit it is assigned to.
  • Miscellaneous Fuel Card: A credit card assigned to a MnDOT location and not designated or associated with a specific MnDOT-numbered unit.
    *Note: Miscellaneous Fuel Cards are used for fueling small engine-driven equipment such as walk behind lawn mowers, chain saws, and weed trimmers. Fuel charges made with this card are costed to a department overhead account.  These cards are limited by the card provider for fuel products only.

Fuel Card Coordinator

A MnDOT employee(s) located in a District or Office who is responsible for coordinating the fuel card program in that District/Office.

Fuel Vendor

The commercial retail site where the employee has purchased, or attempted to purchase, fuel.

M5

The fleet management system used by the State of Minnesota as provided by AssetWorks.

Receipt

An itemized receipt from the source of purchase (fuel vendor).

Responsibilities

Agency Fuel Card Coordinator (Central Shop Fleet Manager)

Responsible for overseeing the Fuel Card Program, including issuing or canceling fuel cards, communicating fuel card policy and procedures with MnDOT Districts and Offices, and ensuring that the section in the Business Manual relating to fuel card procedures remains up-to-date. The Agency Fuel Card Coordinator may delegate implementation functions to subordinates or others.
Duties of the Agency Fuel Card Coordinator also include:

  • Creating accounts and account access so that card requests and changes may be managed and monitored
  • Administering card policy and coordinating training for employees on the policy, responsibility, and proper use of fuel cards
  • Monitoring card usage and reviewing transactions as they are interfaced with M5
  • Reporting exceptions through MnDOT's Fleet Management fuel interface for transactions that are outside the historically established parameters for that vehicle. For example: incorrect fuel type, purchases exceeding tank capacity, incorrect odometer tracking, purchases of items other than fuel, or wrong product code from vendor
  • Resolving discrepancies. For example: product quantities, incorrect tax amounts, disputed charge documentation or notification
  • Providing Assigned Driver ID numbers
  • Conduct monthly reviews of the Fuel Card Coordinators’ random sample reconciliation
  • Maintain list of District/Office Fuel Card Coordinators on iHUB

District Engineer/Office Director

  • Responsible for implementing the fuel card policy at their location.
  • Identify the Fuel Card Coordinator(s) for the District/Office and submit to the Agency Fuel Card Coordinator. These duties may be assigned to more than one employee.
  • Notify the Agency Fuel Card Coordinator when the designated District/Office Fuel Card Coordinator changes.
  • Assist with correcting transactions that are incorrect or unauthorized that the Fuel Card Coordinator is unable to resolve.

District/Office Fuel Card Coordinator

  • Coordinating the reconciliation and storage process for fuel card receipts
  • Collecting and storing all fuel card transaction receipts so that they are readily available when required for reconciliation or audit
  • Promptly investigating any transaction that appears to be an incorrect or unauthorized purchase
  • If it is determined to be an incorrect amount, the coordinator must attempt to resolve it with the merchant or the contract vendor. If it cannot be resolved, it must be referred to the Fleet Manager.
  • If it is suspected that the use is unauthorized, the Coordinator shall contact the Authorized Fuel Card User’s supervisor.
  •  If it is determined to be an unauthorized purchase, the District or Office may take disciplinary action, up to and including discharge.
  • Reconciling fuel card transactions with receipts on a monthly basis
  • Work with Fleet Manager to reconcile fuel card problems or issues
  • See Fuel Card Processes and Procedures
  • Requesting replacement of fuel cards 
  • Download monthly invoice from the vendor and promptly pay the invoice
  • Determining that the transactions being reconciled are authorized purchases as described in the Fuel Card Processes and Procedures
  • Retaining receipts per the Records Retention Schedule (pdf)

Managers and Supervisors

  • Collect and submit receipts for Miscellaneous Fuel cards and electronically sign Declaration of Missing Fuel Receipt (pdf) if the receipt is missing
  • Monitor frequency of submission of Declaration of Missing Fuel Receipt (pdf) forms by Authorized Fuel Card Users
  • Document and take timely and appropriate action for improper use of Fuel Cards
  • Ensure employees are aware of this policy and processes and complete relevant training

Authorized Fuel Card Users

  • Use the fuel card for authorized purchases of fuel for state business
  • Obtain receipts for all fuel card transactions. In circumstances where a receipt cannot be obtained, complete the Declaration of Missing Fuel Receipt (pdf) form
  • Report improper use of MnDOT fuel card to the Fleet Manager at Fleet.dot@state.mn.us

Policy Owner (Director, Office of Maintenance)

  • Review policy every year to ensure policy remains up-to-date
  • Ensure training associated with policy remains current
  • Work with Policy Coordinator to revise policy, as needed
  • Communicate new policies as well as revisions, reviews, and retirements to stakeholders

Resources and Related information

Forms

Processes, Procedures, and Instructions

Resources

History and Updates

Adopted

December 23, 2019

Supersedes

  • Policy 5.2, Fuel Card
    • Effective June 2, 2009

Policy Review

This policy's next scheduled review is due December 2020.