Fuel Monitoring
The Physical Plant requires information from each department purchasing fuel for operational use of AC vehicles and for authorized travel, using fleet vehicles. Departments will be responsible for charges related to fuel usage. Statements are processed through the Business Office, monthly. Trip documentation is typically processed the same day or the next business day, after a traveler returns. It is critical for travelers to turn in all needed fuel receipts to the Physical Plant office, if utilizing a Physical Plant fuel card.
Fuel Purchase Receipts
The needed information is as follows:
1) license tag number of the vehicle being fueled,
2) the name of the individual processing the fuel purchase,
3) the total purchase price,
4) the cost per gallon,
5) and the total gallons of the transaction.
Information must be printed or written on each receipt submitted for fuel purchase(s) related to travel.
Use of Personal Credit Cards for Fleet Reservations
Physical Plant provides a fuel card with each vehicle reservation. Depending on your situation, you may need to utilize a personal credit card for fuel purchases. If this does occur, please notify the Physical Plant office. We will assist you with reimbursements. It is also recommended that a discussion regarding this scenario with your department should take place, before your travel.
All fuel purchase documenation will need to be submitted to Physical Plant.
The receipt copy must reflect the details identified in the section above (see Fuel Purchase Received.)
If travelers cannot provide required information (such as those returning after hours) they should contact the Physical Plant the next business day.
Contact Us
Facilities Management Center
P.O. Box 447
2011 S Washington St
Amarillo, TX 79109
Mailing Address:
P.O. Box 447
Amarillo, TX 79178-0001
