Company Gas Card Agreement

If your company has a fleet of vehicles that need to be fueled regularly, a company gas card agreement can help manage expenses and simplify the fueling process. This agreement outlines the terms and conditions for using gas cards assigned to employees to purchase fuel for company-owned vehicles.

The first step in setting up a company gas card program is to select the right provider. Look for a provider that offers customizable programs to suit the needs of your organization, as well as detailed reporting and analytics to help manage expenses. Some providers may also offer discounts or rewards for fuel purchases.

Once you have selected a provider, you can begin to create a company gas card agreement. This agreement should include the following elements:

1. Cardholder responsibilities: Clearly outline the responsibilities of cardholders, such as checking vehicle mileage before and after fueling, ensuring that the correct fuel is used, and reporting any lost or stolen cards.

2. Limits and restrictions: Specify any restrictions on card usage, such as limits on daily or weekly purchases, limits on the types of fuel that can be purchased, and restrictions on using cards for non-fuel purchases.

3. Reporting requirements: Detail the reporting requirements for card usage, including how often reports will be generated, which managers will receive reports, and what information will be included in the reports.

4. Consequences of misuse: Clearly state the consequences of card misuse, including disciplinary action or termination of employment.

5. Termination or modification: Specify the circumstances under which the agreement may be terminated or modified, and the process for doing so.

Having a company gas card agreement in place can help to prevent fraud, abuse, or misuse of gas cards while ensuring that your fleet is fueled efficiently and cost-effectively. By carefully selecting a provider and creating a comprehensive agreement, you can streamline the fueling process and reduce administrative burdens for your organization.