PROCEDURE Fuel Management. Number: T Date Published: 27 September 2017

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1 1.0 Summary of Changes 1.1 This procedure/sop has been amended on its biennial review with minor changes. 2.0 What this Procedure/SOP is About 2.1 The aim of this procedure/sop is to outline the expectations and responsibilities concerning the purchase of fuel for vehicles used on Police business. It also aims to ensure effective management of fuel purchases to prevent inappropriate use of fuel cards provided for this purpose. 2.2 Fleet Fuel cards are to be used solely for the purchase of road fuels. Vehicle oil, screen wash or other such related items must not be purchased using these cards, 2.3 Under no circumstances must a fleet fuel card be used to purchase fuel for privately owned vehicles, even if they are used on police business. There is a separate claims procedure for this outlined in G 1601 Procedure Mileage (Essex) and SOP V01b (Kent). 2.4 The collection of Loyalty or Reward points of any kind is not permitted when purchasing fuel for vehicles to be used on police business. This does not apply to personal vehicles used on police business. Compliance with this procedure/sop and any governing policy is mandatory. 3.0 Detail the Procedure/SOP 3.1 Introduction All Essex Police and Kent Police fleet vehicles are issued with a fuel card which is embossed with the vehicle registration details and expiry date. The fuel card number and expiry date will be recorded on the fleet management system against the appropriate vehicle Fleet fuel cards must only be used against the vehicle to which it has been allocated and must not be interchanged between vehicles It is the responsibility of the vehicle user to ensure that the vehicle s fuel card and Transflo fuel fob (Kent, where issued) is kept with the vehicle Keys (Kent) or with the vehicles equipment and mileage record book (Essex). Page 1 of 6

2 3.2 Fuel Card Issue Transport Services are responsible for providing, managing and cancelling all fuel cards Transport Services are responsible for the review of the daily suspect transaction report and maintaining records on the misuse of fuel cards. Any discrepancies requiring further investigation will be reported to the relevant Professional Standards Department Bearer Cards are provided by Transport Services to various divisions/departments who will issue the cards to users for short term usage only, i.e. hire cars or loan vehicles. It is the local administrator s responsibility to ensure that cards are signed for by individuals when they are borrowed for use and to keep accurate records of when they are returned and who has use of these cards at any one time. These records must be available for Transport Services use if requested If extra bearer cards are required, this request must be directed to the Transport Services Fleet team. 3.3 Replacement Fuel Cards Fuel Cards are replaced just prior to the expiry date (normally every 2 years). All old or replaced fuel cards must be returned to Transport Services when the new ones are issued Records pertaining to the replacement and reissue of fuel cards are maintained by Transport Services. 3.4 Hire or Loan (Demonstrator) Vehicles A Loan (Demonstrator) vehicle is a vehicle that is on loan to Essex Police or Kent Police by the vehicle manufacturer for the purpose of assessment as to its suitability of use as a police vehicle A bearer fuel card will be issued by the local administration support team for the purchase of fuel for all Hire or Loan vehicles. These cards must be returned to the issuer when returning such vehicles or within three days of final usage. Issuers will keep records of who has been issued with a bearer card and when it is returned If the cards are not returned, the issuing division/department must advise Transport Services who will arrange for the card to be taken out of use. Page 2 of 6

3 3.5 Fuel Purchase When purchasing fuel every effort must be made, where reasonably practical, to locate fuel sites displaying the cheapest pump prices; these are normally supermarket brands Fuel must not be obtained from high-cost outlets such as motorway service stations unless in exceptional circumstances and as much as possible users should obtain fuel where the purple logo is displayed so that further discounts can be obtained. Full details of these chip & pin cards are available on the Transport services Extranet page. Cheapest fuel sites for your area can also be located through the Transport Services Extranet site, Vehicle Guidance The purchase of super unleaded fuel is not required for fleet vehicles with the exception of some motorcycles. This will be clearly indicated in the Vehicle Equipment and Mileage Record Book The vehicle s correct registration number and odometer reading must be provided to the fuel site operator on each occasion fuel is purchased using any type of fleet fuel card A small quantity of spare cards will be kept at Transport Services for emergency use only. Any spare or temporary card issued by Transport Services must have the following details recorded: - card number, date, vehicle registration, fleet number, name of staff member to whom the card has been issued and reason for issue. 3.6 Vehicle Misfuel In the event of a vehicle being fuelled with the incorrect fuel type it is imperative that the vehicle is not started or driven as this can cause serious damage to the vehicles engine. KENT The driver must arrange for the recovery of the vehicle to the local Transport Services workshop. ESSEX Inform Force Control Room immediately who will arrange for the recovery of the vehicle. 3.7 Lost/Stolen/Faulty or Non-Functioning Fuel Cards If a card is lost/stolen/faulty or non-functioning it must be reported to Transport Services who will immediately hot list any lost/stolen cards and arrange for cancellation and reissue as necessary. Page 3 of 6

4 3.7.2 If the lost card is subsequently found it must be returned to Transport Services. Bearer cards can be used while awaiting a replacement fuel card but must be returned to the issuer when the new fuel card is received In the event that a fuel card does not function or a fuel station will not accept the fuel card, a telephone call to Transport Services should be made for authorisation (or payment by Force credit card - Essex only) In exceptional circumstances staff should pay for the fuel using their personal credit card/cheque/cash. In this case staff must obtain a VAT receipt and reclaim the full amount via petty cash or the standard expenses process. In this instance, Transport Services need to be advised of the details of the transaction to record as necessary. 3.8 International Use of Fuel Cards Fuel cards issued for use with force vehicles are not valid outside the United Kingdom In the exceptional circumstance that a vehicle is required to travel outside of the UK on police business please contact Transport Services for advice. 3.9 Bunkered Fuel Supplies (Kent) Transflo fuel fobs will be issued predominantly to Traffic and Driver Training vehicles to allow the drawing of fuel from fuel bunker sites A contingency supply of Transflo fuel fobs will be held at Transport Services Where a Transflo fuel fob has been supplied and whenever practicable bunkered diesel fuel sites should be used in preference to commercial forecourts Contingency Fuel 3.10 Bunkered Fuel will be maintained at sites across Essex and Kent to provide business continuity should a fuel shortage arise. Stock levels will be maintained at the levels recommended by the Government. Page 4 of 6

5 4.0 Equality Impact Assessment 4.1 An equality impact assessment has been carried out and shows the proposals in this procedure/sop would have no potential or actual differential impact on grounds of age, sex, disability, race, religion or belief, marriage and civil partnership, sexual orientation, gender reassignment and pregnancy and maternity. 5.0 Risk Assessment 5.1 There are no risk assessments or health and safety considerations appropriate to the issue and use of fuel cards. 6.0 Consultation 6.1 The following were invited to provide feedback in the consultation phase during the formulation of this document: Unison Federation Business Services Roads Policing, OPC Driver Training Health & Safety 7.0 Monitoring and Review 7.1 This procedure is due for review every two years to ensure it remains accurate and fit for purpose. 8.0 Governing force policy. Related force policies or related procedures (Essex) / linked standard operating procedures (Kent) 8.1 Joint Essex and Kent T 0710 Policy Vehicle Fleet Management T Procedure/SOP Vehicle Maintenance T Procedure/SOP Vehicle Equipment and Mileage Record Books T Procedure/SOP Provision and Use of Vehicles and Equipment T Procedure/SOP Management of Wheels and Tyres T Procedure/SOP Hire & Pool Vehicles T Procedure/SOP Telematics Provision & Management of Equipment & Users Page 5 of 6

6 8.2 Essex Policies and Procedures G 1600 Policy Travel and Associated Transport and its associated procedures; D 2000 Policy Safe Driving and its associated procedures G 1601 Procedure - Mileage 8.3 Kent Policies and SOPs T07106 SOP - Vehicle Lease Schemes O45 Policy - Safe Driving and its associated Procedures V01 Policy Allowances and its associated Standard Operating Procedures. 9.0 Other source documents, e.g. Legislation, APP, Force forms, partnership agreements (if applicable) 9.1 There are no related documents. Page 6 of 6