Fleet Policies (SOPs) · Word template
Free Fleet Fuel Card Policy
A fuel card policy template that sets out authorized use, purchase limits, PIN security, receipt and reconciliation rules, and the consequences for misuse. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- Authorized-use rules: fuel and approved items only, assigned vehicle only
- Purchase limits, controls, and PIN/security handling
- Receipt-keeping and odometer-entry requirements at the pump
- Reconciliation and audit expectations tied to your fuel log
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Set per-transaction, daily, and product-type limits that match your operation.
- 2
Define what the card may and may not buy (fuel grade, oil, washer fluid vs. food, personal items).
- 3
Require drivers to keep PINs secret, enter accurate odometer readings, and retain receipts.
- 4
Reconcile card statements against receipts and your fuel log on a set cadence.
- 5
Distribute, collect acknowledgments, and review after any abuse incident.
What's inside
- Authorized-use rules: fuel and approved items only, assigned vehicle only
- Purchase limits, controls, and PIN/security handling
- Receipt-keeping and odometer-entry requirements at the pump
- Reconciliation and audit expectations tied to your fuel log
- Editable Word document with misuse and enforcement language
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Fleet Fuel Card Policy
1. Purpose & Card Assignment
Explain that fuel cards are a company asset for authorized fuel and vehicle expenses, and state whether cards are assigned to a driver, a vehicle, or both.
2. Authorized Purchases
3. Purchase Limits & Controls
4. PIN & Card Security
5. Receipts & Reconciliation
6. Misuse & Consequences
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Both approaches work. Vehicle-assigned cards make per-unit fuel cost tracking simpler; driver-assigned cards make accountability clearer. Many fleets combine a vehicle card with a driver PIN so every transaction ties to both. Choose what your reporting needs and state it in the policy.
Set tight purchase controls, require odometer entry at the pump, and reconcile statements against receipts and the fuel log. Flag transactions that don't fit the vehicle (too many gallons for the tank, wrong location, off-hours) and investigate them.
Most fuel-card programs let you set per-transaction and daily limits, restrict product types, require a PIN and odometer prompt, and limit time-of-day or location. Use these provider controls alongside the policy rather than relying on the policy alone.
Drivers must report it immediately so it can be deactivated. Spell out the reporting contact and timeframe in the policy, and reconcile any transactions after the loss.