OFFICIAL CES GAS CARD USE POLICY

These guidelines are for use by employees of CNAS’s Cooperative Extension & Outreach.

  1. Each CES Program Unit will be assigned a Gas Card for every Official Vehicle assigned to the unit.
  1. The Unit Program Leader, with the support of the Unit Administrative Assistant, shall have overall supervisory control over all Gas Cards assigned to the unit.
  1. Each Official Vehicle's Gas Card shall be kept in the glove compartment of the vehicle so as to be readily accessible for "gassing up" purposes.
  1. Each authorized employee who utilizes an Official Vehicle shall ensure the safekeeping of the Gas Card - that is, keeping the vehicle locked when not attended to or parked over night.
  1. The authorized employee utilizing an Official Vehicle and gasses up shall automatically assume the responsibility for the proper use of the Gas Card and shall adhere to the following:

•Only GAS can be purchased with the Gas Card, thus the name GAS CARD. Do not exceed $100/day.

•The only type of Gas or Fuel authorized to be purchased with the Gas Card is Unleaded Fuel (NOT Super Unleaded Fuel or Diesel) and said Fuel must be pumped directly into the Official Vehicle's gas tank. If Fuel is needed for use on other than the Official Vehicle, contact the appropriate Program Leader for guidance on this type of purchase. This also applies to engine oil and coolant as well as diesel fuel. Purchases of oil, coolant and diesel must be made through separate means of procurement.

•Every Gas Receipt obtained from Gas Card Fuel purchase must be turned in to the Unit's Administrative Assistant, or designee in the absence of the AA, on the day of the Fuel purchase or, on the first work day should the purchase be transacted late in the afternoon, after hours or weekends. Please print your name and sign each gas receipt.

•Should a Gas Receipt be lost or misplaced, it shall be the responsibility of said employee to procure a duplicate or copy of said receiptat their own cost.

•Any and all Non-Fuel purchases made on the Gas Card, such as drinks, candy, etc., shall be deemed unauthorized and said employee shall be required to pay restitution for the unauthorized purchases and reprimanded accordingly.

/s/ LEE S. YUDIN, Ph.D. Director