Free fuel card policy template
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Free fuel card policy template (PDF-ready). Cover card issue, PIN security, allowed purchases, limits, reconciliation and loss or misuse for your fleet.
Commercial Director
Key takeaways
- A fuel card policy governs the cards specifically, sitting underneath the broader fuel management policy.
- PIN discipline and a named cardholder are what tie each transaction to a person who can be asked about it.
- Per-fill and per-vehicle limits cap the loss from any single misuse before it grows.
- A fast lost-or-stolen procedure turns a potential fraud into a contained, same-day event.
- Review the active card list quarterly and cancel cards for people who have left or no longer drive.
Updated 22 June 2026
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What is a fuel card policy template?
A fuel card policy is the document that governs how fuel cards are issued, used, secured and reconciled across a fleet. It is narrower than a fuel management policy: where that covers the whole fuel programme, this one sets the specific rules for the cards themselves. It defines who is eligible for a card, how cards are issued and assigned to a driver or a vehicle, how PINs are kept secure, exactly what may and may not be purchased, the transaction and daily limits, the reconciliation routine, and the steps to follow when a card is lost, stolen or misused. Every cardholder is expected to read and acknowledge it before a card is handed over.
Fuel cards are convenient, which is precisely why they are a common point of leakage. Without clear rules a card becomes an open line of credit at any servo, used for the wrong vehicle, shared by PIN, or run up on snacks and car washes. A tight policy turns the card into a controlled instrument: purchases are restricted to fuel and approved items, limits cap the damage from any single misuse, PIN discipline ties each transaction to a person, and routine reconciliation against odometer and fuel records exposes anything that does not belong. Because cardholder and transaction data is personal information, the policy also sets handling rules consistent with the Privacy Act 1988, and supports the record-keeping the ATO expects where vehicles carry private use.
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Benefits of using this fuel card policy template
- Controlled spend: restricting cards to fuel and approved items and setting hard limits caps the loss from any single misuse before it grows.
- Personal accountability: PIN discipline and a card assigned to a named driver or vehicle ties every transaction to someone who can be asked about it.
- Faster reconciliation: a consistent card and receipt routine makes matching statements to fills and odometer readings a quick monthly check, not a hunt.
- Loss containment: a clear lost-or-stolen procedure means a card is cancelled within hours, not days, shutting down fraud before it accumulates.
- Fewer disputes: written rules on allowed purchases and limits remove the grey area, so misuse is a clear breach rather than an arguable misunderstanding.
- Privacy compliance: defined handling of cardholder and transaction data keeps the programme aligned with Privacy Act 1988 obligations.
Benefits of digitising forms in MapTrack
When you move your policys from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
Book a demo to see how MapTrack handles policys.
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What to include in a fuel card policy template
This fuel card policy template covers 9 key areas:
- Purpose and scope: which cards, drivers and vehicles the policy applies to
- Eligibility and issue: who may hold a card and how cards are requested, approved and assigned
- PIN and card security: PIN confidentiality, no sharing, and safe storage of the physical card
- Allowed purchases: fuel types and approved items, plus an explicit list of what may not be bought
- Transaction limits: per-fill, per-day and per-vehicle limits, and the exception approval path
- Reconciliation: how statements are matched to fills, receipts and odometer readings, and how often
- Lost, stolen or damaged cards: who to notify, how fast, and the replacement process
- Misuse and consequences: what counts as misuse and the disciplinary or recovery steps that follow
- Acknowledgement: a cardholder declaration to sign before the card is issued
How to use this fuel card policy template
- Define eligibility and issue rules: Set who qualifies for a fuel card and whether cards are tied to a driver or a vehicle. Document the request, approval and assignment steps so cards are only issued deliberately and there is a clear record of who holds which card.
- Set security and PIN rules: Require each cardholder to keep the PIN confidential, never share the card, and store it securely. PIN discipline is what links a transaction to a person, so a shared or written-down PIN undermines every other control in the policy.
- Specify allowed purchases and limits: List the fuel types and approved items the card may be used for and the things it may not, such as personal vehicles, food or accessories. Set per-fill, per-day and per-vehicle limits and a quick exception path for legitimate larger purchases.
- Establish the reconciliation routine: Define how the card statement is matched against logged fills, receipts and odometer movement, and set the frequency, monthly at a minimum. Reconciliation against an independent source is what catches fills that never reached the assigned vehicle.
- Cover loss, misuse and acknowledgement: Set out who to call to cancel a lost or stolen card and how quickly, the replacement process, and the consequences for misuse. Require every cardholder to sign an acknowledgement before issue so the rules are accepted, not assumed.
In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full fuel card policy template as a PDF.Back to download formHow often should you complete this policy?
Review the fuel card policy at least annually and immediately after any misuse or loss event, a change of card provider, or a shift in the fleet. Re-issue and re-acknowledge it whenever the rules change materially so no cardholder is operating on an old version.
Reconcile card statements monthly at a minimum, aligned to the billing cycle, and run exception checks more often for high-spend cards. Audit the active card list periodically as well, cancelling cards held by people who have left or no longer need one, because dormant cards are a quiet risk.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- Fringe Benefits Tax Assessment Act 1986 and ATO guidance (fuel and vehicle benefits)
- Privacy Act 1988 (handling of cardholder and transaction data)
- Australian Consumer Law (terms of fuel-card purchasing arrangements)
- ISO 55001:2024 Asset management (controlled vehicle running-cost records)
Embed this free template on your website
Run an industry blog, trade association site, or training resource? Drop a preview of this free fuel card policy template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.
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<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fuel card policy template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Purpose and scope: which cards, drivers and vehicles the policy applies to</li>
<li style="margin:4px 0;">Eligibility and issue: who may hold a card and how cards are requested, approved and assigned</li>
<li style="margin:4px 0;">PIN and card security: PIN confidentiality, no sharing, and safe storage of the physical card</li>
<li style="margin:4px 0;">Allowed purchases: fuel types and approved items, plus an explicit list of what may not be bought</li>
<li style="margin:4px 0;">Transaction limits: per-fill, per-day and per-vehicle limits, and the exception approval path</li>
<li style="margin:4px 0;">Reconciliation: how statements are matched to fills, receipts and odometer readings, and how often</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/fuel-card-policy-template" style="color:#071D49;font-weight:600;text-decoration:none;">Fuel card policy template</a> by MapTrack</p>
</div>Please keep the “by MapTrack” attribution link in the snippet.
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