Harlingen Consolidated Independent School District

Harlingen Consolidated Independent School District

Vehicle Fueling Procedures

Introduction

The purpose is to provide HCISD’s fuel inventory for accuracy, availability, and for budgeting purposes. Our software has been tailored and updated for our fleet to account and generate specific reports for fuel inventory management. The process for fuel procurement has been implemented for District Operations personnel to follow.

*Fueling schedule

*Fleet vehicles and equipment

*Automated Fueling Control (AFC) Coordinator

*Fuel Coordinator

*Fuel Safeguards

1.  Fueling Schedule

1.1  All transportation, maintenance, custodial, and child nutrition vehicles will be fueled on a daily or weekly basis, unless dictated by an emergency or the Department Director.

1.2  Bus fleet will be fueled daily by Transportation Fuel Coordinators using odd and even

number method.

2.  Fleet Vehicles and Equipment

2.1  A vehicle number will be assigned to all buses, maintenance trucks, construction equipment, child nutrition vehicles and any fuel distribution container.

2.2  Small fuel containers shall be marked with an identifying department or HCISD Property painted on them.

2.3  Large fuel storage and transfer tanks will be assigned a unit number.

2.4  New vehicles and equipment need to be reported to AFC Coordinator to enter into fleet inventory.

3.  AFC Coordinator

3.1  All new data regarding fuel inventory, fleet, fuel coordinators, and department information will be processed by AFC Coordinator.

3.2  Fuel coordinators will be given a driver number and a security code for fueling purposes.

3.3  This will record fuel type, employee’s name, unit number, time, date, gallons, pump number, department, and odometer reading.

3.4  As needed the AFC Coordinator will be available to assist with fuel needs.

3.5  Reports of fuel transactions will be available to department supervisors upon request.

4.  Fuel Coordinators

4.1  Fuel Coordinators will be selected by the District Operation Directors.

4.2  Fuel Coordinators will be responsible for monitoring of all fuel transactions.

4.3  All unit information will be entered by Fuel Coordinator for accuracy: unit number and odometer readings.

4.4  Fuel Coordinators will be responsible in reporting to their supervisor all transactions in fuel log.

4.5  Fuel log must have driver’s signature as confirmation of fuel received.

5.  Fuel Safeguards

5.1  Fuel containers (5gal.) used for lawn or construction equipment must be marked with HCISD Property for identification.

5.2  All department Fuel Coordinators will be assigned a security code for fuel transactions.

5.3  Department Directors or delegated individual will review transaction reports on a weekly or monthly basis for discrepancies.

5.4  Fuel transactions are for a specific unit only, fueling another unit will record excessive fuel usage.

5.5  Excessive fuel transactions will record incorrect miles per gallon report.

5.6  All transactions are archived in the AFC data base for a period of two years.

5.7  AFC Coordinator will delegate daily stick readings (measurement) of in ground fuel storage tanks.

5.8  In ground storage tanks are locked and secured. Storage tanks are monitored by security cameras at all times.