Obtaining a Fuel Card

For the purposes of efficiency in administration and management, approved and trained departmental Fuel Card Users are authorized ot make purchases of fuel.

Applying for a Fuel Card

Completed applications for a Fuel Card must be forwarded to the appropriate accounting office for approval.

Procedure for Applying for a Card

  1. The Fuel Card Application, Agreement, and Policies and Procedures for using the card are published at http://www.unm.edu/~purch/fcard.html
  2. After reading the Policies and Procedures and the User Agreement, complete the Fuel Card Application.
  3. The Dean, Director/Department Head and vehicle's supervisor/resonsible party must agree to the provisions of the Fuel Card Agreement.
  4. The Dean, Director or individual with bidgetary responsibility for the indices can approve one of the following limits for the Card:
    • $50 per transaction, two transactions per day and a $100 daily limit
    • $100 per transaction, two transactions per day and a $200 daily limit
  5. The Dean, Director or individual with budgetary responsibility for the indices will enter a default UNM Index Code that will be assigned to the Fuel Card. In the event that a majority of transactions require reallocation to additional UNM Index Codes due to special funding of vehicles, contact the Fuel Card Administrator. The Fuel Card Administrator will forward a special application.
  6. The Dean, Director, Chair or other budgetary authority must sign the Application for Fuel Card and agree to the Fuel Card Agreement.
  7. The original Fuel Card Application should be routed to the appropriate accounting office for approval of the index code listed in the Application.
  8. The accounting office will approve the Application with respect to the validity of the index code and that the requesting Dean, Director, Chair, etc. has budgetary authority for all accounts listed on the Application form.
  9. The accounting office will send the approved Application to the Fuel Card Administrator.
  10. The Fuel Card Administrator will review the Application and, if in order, will transmit the information to the bank.
  11. The Fuel Card Administrator will call the vehicle's supervisor/responsible party to come to the Purchasing Department to accept the Card. The vehicle's supervisor/responsible party will be required to sign a receipt for the Card and the Fuel Card Agreement. Cards will not be given to anyone other than the vehicle's supervisor/responsible party or Dean, Director/Department Head.

Exceptions to any of the Fuel Card Policies and Procedures will require prior written approval from the Director of Purchasing.

 

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