R27. Government Operations, Fleet Operations.R27-6. Fuel Dispensing Program.
R27-6-1. Authority and Purpose.
This rule is established pursuant to Subsection 63A-9-401(5) which requires the division to make rules establishing requirements for fuel dispensing.
R27-6-2. State Fuel Network.
The State Fuel Network consists of:
(1) all fuel sites owned, leased, or under the control of the division;
(2) all state agencies including institutions of higher education;
(3) counties, municipalities, school districts, and special districts that subscribe to the services provided by the division; and
(4) privately owned fuel sites that participate in the State of Utah Fuel Card program.
R27-6-3. Authority to Issue a State of Utah Fuel Card.
(1) Unless otherwise authorized by the division, the authority to issue State of Utah Fuel Cards and assign Personal Identification Numbers (PIN) resides exclusively with the division.
(2) Fuel cards associated with vehicles shall be documented in the fleet information system. Only one fuel card shall be issued to each vehicle. Use of the fuel cards are restricted to the vehicles to which the fuel card was issued.
(3) Standard State Fuel Network Vehicle and Employee PIN worksheets provided by the division, shall be used when requesting fuel cards and PINs.
(4) If a fuel card is either lost or stolen, the authorized driver shall immediately report the loss or theft of the fuel card to the division.
(5) If a fuel card is expired, malfunctioned, lost, misused, or the vehicle is disposed of, the card shall be deleted from the fleet fuel card system and shall be identified as "expired" in the fleet information system. No modifications to the fuel card shall be allowed.
(6) Unless otherwise authorized by the division, only state fuel technicians have the authority to make changes to fuel card information and to delete fuel cards from the system.
R27-6-4. Authorized Use of a State of Utah Fuel Card.
(1) The following procedures shall be followed when purchasing fuel from either a state-run or a participating commercial fueling site:
(a) verify that the vendor is a participant in the State Fuel Network Program; and
(b) follow the fueling site's procedures and enter the correct information when prompted to purchase fuel.
(2) Except as provided in Subsection R27-6-5(3), the fuel card shall only be used to purchase:
(a) fuel; and
(b) fluids, car washes, and minor miscellaneous items for vehicles whose value, taken together, shall not exceed the monthly monetary limits determined by the division.
(3) Agency requests for a fuel card for use by a supervisor for emergency purposes, or for use with small miscellaneous equipment shall be approved provided the agency:
(a) represents that they have a reconciliation or fuel transaction auditing processes in place for the review of miscellaneous transactions to prevent theft, abuse, and fraud relating to the use of the card; and
(b) cooperates with the division to ensure that fuel dispensed into a fleet vehicle using cards not assigned to specific vehicles is properly documented in the fleet information system.
R27-6-5. Reimbursements.
Reimbursements for the use of the authorized driver's personal funds to purchase fuel or other services shall be granted at the discretion of the agency paying for the fuel.
R27-6-6. Meter Rejects.
(1) Drivers of state vehicles are required to enter the correct mileage, excluding tenths of miles, when using the fuel card assigned to the vehicle.
(2) If the driver makes an error in the mileage update, the driver or the agency's contact shall provide the division with a correct mileage update.
(3) Repeated or blatant reports of vehicle mileage may result in a charge to the agency.
(4) Agency contacts shall, within three business days of the request, respond to a division request to investigate a meter reject. If the agency fails to respond or make arrangements for an extension of the time period in which to investigate the meter reject, the division may impose a charge upon the agency.
R27-6-7. Bulk Fuel Purchases.
For fuel sites for which the division purchases fuel:
(a) the authority to purchase bulk fuel resides exclusively with the division; and
