8.1 Fuel Expenses within the Fleet Information Management System

All fuel purchases should be captured and recorded for each vehicle into the Fleet Information Management System. This includes fuel purchased using the state’s contracted fuel card, purchased/dispensed from state owned bulk sites, or any other fuel card purchases made for any vehicle. Drivers may be required by their agency to obtain a transaction receipt for every fuel purchase and return this receipt(s) to their supervisor/Agency Fleet Manager; however, DOAS OFM does not require the paper receipts to be kept. All the required information is captured and reported automatically by using the state fuel card. Some items captured include: 

• Date of the fuel purchased
• Driver’s First and Last Name
• Number of gallons purchased.
• Dollar cost of fuel transactions.
• Odometer reading at the time of purchase NOTE: Drivers are required to accurately capture the odometer reading at the time of any fuel purchase.
• The unique vehicle number or VIN assigned by the agency.

Agencies operating bulk fuel sites should equip them with automated card readers to automatically capture fuel transaction into the database of the state’s contracted Fuel Card Program vendor. This will eliminate the need to manually record fuel transactions into the Fleet Information Management System. Agencies must ensure the fuel cost is constantly updated in their systems to provide the accurate cost of fuel in the automated system. If the automated card reader is not available, manual transaction tickets must be provided to the vehicle operator. The Georgia Environmental Finance Authority (GEFA) aids state agencies with bulk fuel tanks. Agencies should contact GEFA at 404-584-1000 for possible assistance when considering upgrading of these facilities.