Fleet Management Program

The purpose of the SOP is to ensure all drivers of the A&M Systems vehicles are safe. Follow and understand the rules and procedures and to comply with State Fleet Management Plan (Click link to review plan).
DRIVERS - Must have a valid drivers license and be able to be covered by university auto policy.
VEHICLES - Registrations are to be kept up to date per department. As well as keeping up with maintenance on vehicles.
RECORD KEEPING - Fuel receipts, Vehicle documents, Registration, Mileage, Repairs, and Maintenance records need to be kept in a file for each vehicle.
MILEAGE - Is to be turned in every Tuesday by 3:00pm for every department with a fleet vehicle. (Click the link to download the mileage template.)
RECEIPTS - Are to be turned in every week with the unit number and account number.
REPAIRS/MAINTENANCE - Detailed invoices for any repairs, general maintenance, or car washes are to be emailed to Fleet@tamuk.edu when received.
ACCIDENTS - A copy of the accident report and any available photos are to be emailed to Fleet@tamuk.edu as well as reporting the accident to Occupational Health Coordinator James B Lambert at james.lambert@tamuk.edu phone ext 4510.
Billing cycle ends on the 24th of each month and starts on the 25th of each month. All receipts can be emailed to Fleet@tamuk.edu for processing.
FUEL - Fuel is to be paid only using the Voyager Card for fleet vehicles. Each card is assigned to a vehicle and can only be used for the vehicle it is assigned to. If your card is lost or stolen, immediately inform your fleet coordinator so the card can be canceled and a new one ordered. It is to be used for fuel only. See FAQ Below:

Drivers are required to use a State Fuel Card (Voyager Card) issued to the vehicle.
If the departmental vehicle does not have a state fuel card, contact your department’s Fleet Coordinator to begin the process for ordering one.

The current State Fuel Card is a US Bank merchant card called Voyager. It is accepted at many convenient stores and gasoline station throughout the US.
To locate a merchant, use the Voyager Acceptance Locator

You can use these cards at the pumps, but occasionally you may need to complete your sale at the cashier station.
- You will be asked to enter the odometer readingonto a keypad at the pump.
- The PIN number or Driver ID is a total of six (6) digits provided by your Department’s Fleet Coordinator for each vehicle. If the Coordinator is unavailable, please contact the university’s Fleet Specialist at (316) 593-2145.

Turn-in all fuel receipts to your department’s Fleet Coordinator.
- Required for monthly invoice reconciliation
- Required for monthly State reporting

Yes, the fuel card allows the Fleet Specialist to collect vehicle data required for State Reporting.

Ask for Assistance: If the credit does not work, ask the attendant to call the Voyager Customer Service 1-800-282-7496 (located on the back of the card).
Alternate Payment: If the problem was unable to be resolved:
- You may pay with cash or your personal credit card.
- Keep the original receipt for reimbursement purposes.
Ask for a reprint of the receipt to turn-in for State Reporting purposes.
Notify Fleet Coordinator: Immediately notify your department’s Fleet Coordinator of the problem or any inconvenience you experienced while using the Voyager card.
Reimbursement Process: Reimbursement must be approved by your department for payment.
- Drivers with access to Emburse, submit a request for Out-of-Pocket reimbursement via Emburse with your expense report.
- Drivers without access to Emburse, contact your department’s Fleet Coordinator for assistance with reimbursement procedures.

Unfortunately, you may have to pay with cash or your personal credit card.
See Question "What do I do if the State Fuel Card doesn't work?" above regarding: Alternate Payment and Reimbursement Process.

Immediately notify your department’s Fleet Coordinator or the university’s Fleet Specialist at (361) 593-2145. The card will be canceled, and another card issued.
See Question "What do I do if the State Fuel Card doesn't work?" above regarding: Alternate Payment and Reimbursement Process.

NO, each Voyager card is tied specifically to each vehicle.
- Restrictions are attached to each card to prevent misuse and/or fraudulent charges:
  - Type of fuel – Unleaded, Diesel, Diesel Exhaust Fluid
  - Vehicle fuel tank capacity
  - Odometer reading verification

NO, see answer to Question "Can I use a state fuel card issued to one vehicle to fuel another vehicle?" above.

A Missing Receipt Form is required to be turned in, if the receipt is:
- Lost – unable to locate
- Forgotten – prepaid and did not obtain a reprint
- Faded – due to sunlight, heat or moisture exposure
- Did Not Print – pump or cashier was unable to print a receipt

Immediately report the missing receipt to your department’s Fleet Coordinator
Best Practice: Always write down the number of gallons and price per gallon on the vehicle’s mileage form. This will provide you with required information to be submitted on a Missing Receipt Form.

No, prepaid receipts do not contain the required information for State Reporting.
A prepaid receipt must be accompanied by a Missing Receipt Form

You are required to return to the attendant and request a Reprint of your fuel purchase.
The fuel receipt must contain the following information:
- Vendor’s name and address
- Date and time of purchase
- Total number of gallons pumped
- Price per gallon
- Total fuel sale amount

Authorization: Filling of external fuel cans must be pre-approved by department fleet coordinator. A limit of (2) 5-gallon cans per instance.
- Procedures: Separate receipts will need to be turned in
  - Fill the vehicle and obtain receipt
    - Notate the vehicle and account number
  - Fill the external fuel can(s) and obtain receipt
    - Both fuel cans can be on the same receipt. Note: The total number of gallons should not exceed 10 gallons.
    - Notate the vehicle and account number
    - Notate an “External Fuel Can”
    - Notate location (example: King Ranch, El Sauz, Permian Basin, etc.)
  - Notate an “External Fuel Can” was used on the mileage report