Gasoline Credit Cards

  1. All Plans, Policies, and Procedures
  2. Gasoline Credit Cards

In order to efficiently provide fuel for District motor vehicles, gasoline credit cards are provided to certain departments that maintain motor vehicles.

The District uses credit cards from a variety of the major gasoline companies as a convenience for use at locations where gasoline availability may be limited. The following procedures have been developed in using these credit cards.

The Following departments are current tasked as custodians of gasoline credit cards:

  • Cypress College Physical Plant & Facilities
  • Cypress College Campus Safety
  • Fullerton College Physical Plant & Facilities
  • Fullerton College Campus Safety
  • School of Continuing Education Budget Officer
  • District Public Affairs (Mailroom, Printing & Warehouse)
  • Fullerton College Administration of Justice
  • District Facilities

Control Procedures

New or replacement gasoline credit cards will be distributed by District Accounts Payable only to the above listed personnel. Departments not previously issued a gasoline credit card should submit a request to their respective Budget Officer who in turn will authorize District Accounts Payable to issue the required number of credit cards.

All gasoline credit cards shall be maintained in the office and issued to the user of a District motor vehicle. The use should be logged, including:

  • Date and time the card was released
  • Date and time the card was returned
  • Amount charged to the card, evidenced by the sales receipt

At no time should a gasoline credit card be in the possession of an employee beyond the use of a District motor vehicle.

The custodian assigned for maintaining the cards should ensure that the card and receipts are submitted on a timely basis for payment.

When a gasoline credit card expires, the departmental custodian requests a new card through Accounts Payable. Upon receipt of the new cards, the departmental custodian is advised to come to the District office to sign for the renewal cards. Accounts Payable makes a copy of all new cards and maintains these on file. The expired cards are destroyed.

Reconciling and Paying Gasoline Credit Card Obligations

Monthly billing statements are paid upon receipt by District Accounts Payable. These billing statements are distributed to credit card custodians for the review and reconciliation with gas receipts. Upon receipt of the statements, these individuals should perform the following:

  • Check-off each statement transaction against the gas receipt
    • If a receipt is unaccounted for, contact the most recent user of the gas card and determine if all receipts were submitted when the vehicle and gas card were returned.
      • If the receipt is unaccountable, indicate it as a "lost receipt" in the billing statement. All receipts will be accounted for and reconciled to the billing statement.
      • Campus locations will closely monitor if lost receipts are from the same users and, if determined to be so, future use of the card should be disallowed. If receipts are lost repeatedly, tighter control of submitting receipts needs to be adopted to avoid elimination of gas card usage by the District Director, Purchasing.
  • Verify if any premium grade fuel was purchased.
    • Users should be aware that premium grade fuel is not required by the manufacturer and should not be purchased.

At the completion of the reconciliation effort, the monthly statement along with all the receipts will be forwarded to District Accounts Payable, where these are stored to facilitate quick access when requested by auditors. The reconciled statement and supporting receipts must be returned to District Accounts Payable within one week of receipt of billing.