MnDOT Policy #FM021
Revised: April 6, 2022
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: MnDOT Fleet Manager, Office of Maintenance
All authorized users of MnDOT fuel cards (hereinafter, “authorized users”) must only use the fuel card for fuel or Diesel Exhaust Fluid 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 MnDOT Fleet Manager.
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” 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.
All MnDOT employees must comply with MnDOT policies.
Key stakeholders with responsibilities under this policy include:
- MnDOT Fuel Card Coordinator (MnDOT Fleet Manager)
- Office Directors/District Engineers
- District/Office Fuel Card Coordinators
- Managers and Supervisors
- Authorized Fuel Card Users
Assigned Driver ID
A unique, private number, generated in the MnDOT Fleet Management System, which is assigned by the MnDOT 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)
A MnDOT employee who has been issued an Assigned Driver ID and has reviewed this policy.
The contracted fuel card vendor as identified on the current State contract.
An energy source used to power a vehicle that includes petroleum products, bioblends, and electricity.
- 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.
The commercial retail site where the employee has purchased, or attempted to purchase, fuel.
MnDOT 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.
An itemized receipt from the source of purchase (fuel vendor).
MnDOT Fuel Card Coordinator (MnDOT Fleet Manager)
- Oversee 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 MnDOT Fuel Card Coordinator may delegate implementation functions to subordinates or others.
- Create accounts and authorize account access so that card requests and changes may be managed and monitored.
- Administer card policy and coordinate training for employees on the policy, responsibilities, and proper use of fuel cards.
- Monitor card usage and review transactions as they are interfaced with the MnDOT Fleet Management System.
- Report 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.
- Resolve discrepancies. For example: product quantities, incorrect tax amounts, disputed charge documentation or notification.
- Provide Assigned Driver ID numbers.
- Conduct monthly audit review of a selected Fuel Card Coordinator and review their reconciliation of random sample transactions completed during the previous month.
- Maintain list of District/Office Fuel Card Coordinators on iHUB.
District Engineer/Office Director
- Implement the fuel card policy at their location.
- Identify the Fuel Card Coordinator(s) for the District/Office and submit to the MnDOT Fuel Card Coordinator. These duties may be assigned to more than one employee.
- Notify the MnDOT 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
- Collect and retain all fuel card transaction receipts according to the Records Retention Schedule and ensure they are readily available when required for reconciliation or audit.
- Download monthly invoice from the vendor and promptly pay the invoice.
- Reconcile fuel card transactions with receipts and randomly audit transactions on a monthly basis.
- Determine whether the transactions being reconciled are authorized purchases as described in the Fuel Card Processes and Procedures.
- Promptly investigate any transaction that appears to be an incorrect or unauthorized purchase.
- Work with District Fleet Manager to resolve fuel card problems or issues.
- Request replacement of fuel cards.
Managers and Supervisors
- Collect and submit receipts for Miscellaneous Fuel cards and electronically sign Declaration of Missing Fuel Receipt if the receipt is missing.
- Monitor frequency of submission of Declaration of Missing Fuel Receipt 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 the processes and procedures and complete relevant training.
- Report improper use of MnDOT fuel card to the MnDOT Fleet Manager.
Authorized Fuel Card Users
- Use the fuel card for authorized purchases of fuel for State business.
- Obtain and submit receipts for all fuel card transactions. In circumstances where a receipt cannot be obtained, complete the Declaration of Missing Fuel Receipt form.
- Report improper use of MnDOT fuel card to their manager or supervisor.
Policy Owner (Director, Office of Maintenance)
- Review the policy every year to ensure the policy remains up-to-date.
- Ensure training, procedures, and other documents associated with the policy remain current.
- Monitor state, federal, enterprise, agency, or other requirements that apply to the policy or procedure
- Consult with the Office of Chief Counsel to ensure the policy and procedures remain compliant with all state, federal, enterprise, agency, or other requirements.
- Ensure that necessary approvals by state or federal agencies are obtained before changes to the policy or procedures are implemented.
- Work with the Policy Coordinator to revise policy and/or confirm its accuracy.
- Communicate policy revisions, reviews, and/or retirements to stakeholders.
Resources and related information
Processes, Procedures, and Instructions
- Code of Ethics Policy
- Minnesota Statutes §16B.55 “Use of State Vehicles; Compensation for Use of Personal Vehicles”
- Minnesota Statutes §43A.38 “Code of Ethics for Employees in the Executive Branch”
- Minnesota Statutes §43A.39 “Compliance with Law”
- MnDOT’s Policy Website
- Business Data Catalog (BDC) - accessible from employee Intranet
- Minnesota Department of Administration’s “Fleet Card Use Policy” (includes the Statewide Policy on Expenditures by State Employees and Authorized Users)
History and updates
June 2, 2009
- First Revision: December 23, 2019 (also renumbered as #FM021)
- Second Revision: February 11, 2021
- Third Revision: April 6, 2022
- December 1, 2020 (updated policy owner responsibilities and links)
- March 7, 2023 (added policy owner responsibilities to match revised template)
This policy's next scheduled review is due March 2024.