FUEL CARDS
The University’s policy for business travel within the UK is for staff to hire self-drive
vehicles for all journeys made and not to use privately owned cars (go to the
Procurement ‘Index’ web page and click on the link under “Contracts” to access
information about University contract suppliers).
Staff whose work entails frequent travel can apply to:
Dave Mason, Finance Division (D.J.Mason@exeter.ac.uk), tel. x 3096
for a fuel card. The fuel card is simply a credit card that enables fuel to be purchased
at petrol stations. It eliminates claims for re-imbursement of the cost of fuel bought
by staff. The present card is accepted at local garages, major supermarket chain
petrol stations and service stations on all UK motorway routes. There are
approximately 14,500 outlets nationally.
Two types of fuel card are available:
I
“Assigned Card” – this type of card is assigned to an individual staff member
through the card being over-printed with the staff member’s name, or to a
vehicle through the card being over-printed with the vehicle’s registration.
Cards may only be used to buy fuel either by the named individual, or for the
‘named’ vehicle. It is recommended that staff holding ‘named’ cards carry
additional identification e.g. University of Exeter identification Card.
II
“Bearer” Card – this type of card is not assigned to either people or vehicles
and can be used by any staff member to buy fuel for business travel for use in
a hire vehicle. This is the preferred card where a number of individuals have
cause to make infrequent business journeys where the amount of travel is not
deemed sufficient to warrant individual assigned cards. ‘Bearer’ cards are
usually used as ‘pool’ cards by Schools and Services.
Users of “Bearer” cards MUST carry additional proof of identity when using the
cards, as cashiers should request sight of your University I.D. It is
recommended that University Staff Identity cards and driver’s licences be
presented upon request. Petrol stations may refuse to accept fuel cards
unsupported by appropriate additional I.D.
Note: Staff ID cards are recommended as they confirm staff’s employment by the
University of Exeter. Should staff not have a card, the user of the “Bearer” card
should carry a letter of introduction presented on University headed paper and signed
by their appropriate line manager.
Invoices
The fuel card supplier, Arval, submits invoices every fortnight to customers and a
period of 30 days is allowed for settlement.
Card Cancellation
It is important to remember to cancel cards that are no longer needed e.g. because
the holder of an ‘assigned’ card leaves the employment of the University, or a vehicle
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which has an ‘assigned’ card is sold. Please email Dave Mason (address shown
above) to cancel cards.
A card must be destroyed before it is discarded, or returned to Dave Mason (Finance
Services, Northcote House) by cutting vertically through the magnetic strip. The staff
member’s name & School, or Service should accompany all returned cards.
Lost/Stolen Cards
Lost/stolen cards should be reported to Dave Mason, Finance Services as given in
the guidance above for ‘Card Cancellation’. You must provide the following
information:




whether it is an ‘assigned’ or ‘bearer’ card
full card number
name of holder (staff member), or vehicle registration number
School/Service
The information received will be emailed to the card provider to terminate the card. If
a replacement card is required, please request one in your email to Dave Mason
(address shown above). Replacement cards generally take up to 7 working days to
be delivered.
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