Purpose  Scope Policy Procedure Form:  Application for Gasoline Credit Card Form Instructions "Quick Print" Form     (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Application for Gasoline Credit Card  form is available in "Quick Print" format.

Explains UNCW policy and procedures for acquiring and maintaining gasoline credit cards.

Applies to all university departments and activities owning or leasing motor vehicles or boats.

NOTE: "State" credit cards are provided for all UNCW Motor Fleet vehicles; therefore, university departments may not request gasoline credit cards for UNCW Motor Fleet vehicles under this procedure. See Procedure AUX 7.10 for use of gasoline credit cards while traveling via a UNCW Motor Fleet vehicle.

1.    Use of Gasoline Credit Cards.
Gasoline credit cards are available to university departments and affiliated programs (as noted in the scope section) for emergency purchases of gasoline and related items while on authorized university travel when it is not convenient or possible to obtain these items from UNCW Motor Pool. A university department or activity may request one gasoline credit card per oil company for each motor vehicle or boat owned or leased by that specific department. These gasoline credit cards may be used only when traveling via the leased or owned vehicle. These credit cards may not be used when travel is via a personal vehicle.

2.    Approval.
A Gasoline Credit Card Application must be approved by the appropriate department head and Vice Chancellor prior to submitting to the Vice Chancellor for Business Affairs for final approval.

3.    Contact with the Credit Card Company.
Purchasing Services will contact the vendor in order to request new gasoline credit cards. In addition, Purchasing Services is responsible for all correspondence with the credit card company, including requests for additional cards, replacement cards, or cancellations.

4.    Verification of Credit Card Inventory.
Purchasing Services is responsible for the verification of all gasoline credit cards issued to university departments and will perform an inventory semiannually.

5.    Credit Card Charges.
Charges incurred against these credit cards are paid against the appropriate departmental account and are not reimbursable to the employee.

1.    Departmental Request for a Gasoline Credit Card.
The department requesting a gasoline credit card should perform the following tasks:
 
• Make a photocopy of the Application For Gasoline Credit Card. (Use the form provided in this procedure.)
• Complete the application form per the preparation instructions.
• Forward the completed application form with department head approval to the appropriate Vice Chancellor. Upon approval, forward the application to the Vice Chancellor for Business Affairs for final approval.


Note: If the request is denied, the department head will be notified through the appropriate Vice Chancellor.

2.    Acquisition of Credit Card(s).
The Director of Purchasing Services will contact the appropriate oil company in order to request the appropriate card(s) after receipt of an approved Application for Gasoline Credit Card from the Vice Chancellor for Business Affairs.

3.    Receipt of Credit Card(s).
Gasoline credit cards are received in Purchasing Services by the Office Manager. Upon receipt, the Office Manager will notify the appropriate department that the cards may be picked up. The employee picking up the credit card will be required to sign for the card and should bring his/her University I.D. card as identification.

4.    Departmental Control of Credit Card(s).
Gasoline credit cards should not be kept in the vehicle. The individual designated on the Application for Gasoline Credit Card as being responsible for the credit cards should issue the credit cards to the driver at the beginning of each trip. At the completion of the trip, the driver should return the credit cards for safekeeping to the person designated as being responsible for the department's gasoline credit cards.

5.    Departmental Verification of Credit Card Usage.
Drivers utilizing gasoline credit cards should (at the completion of the trip) return any credit card receipts to the person designated as being responsible for the department's gasoline credit cards. On a monthly basis, the accounting office will forward statements relating to the credit card usage. It is the Department Head's responsibility to ensure that the charges incurred were authorized, appropriate, and legitimate expenses in accordance with University policy and procedures.

6.    Lost Cards.
Card holders must report the loss of a credit card to the Purchasing Services Office Manager immediately, so that the vendor may be notified.

7.    Other Functions Regarding the Use/Control of Credit Cards.
The Purchasing Services Office Manager is responsible for the following functions and should be contacted if questions arise:
 

• Notifying departments that cards may be picked up.
• Maintaining a list of all credit cards and the departments utilizing these cards.
• Verifying credit card inventory twice a year utilizing a certification form signed by the    responsible department head.
• Corresponding with the oil company regarding cancellations, lost cards, replacements, etc. after notification from the department responsible for the card(s).
• Obtaining old cards prior to issuance of new cards.

 

Instructions for Preparation of Forms PUR 2.10	Effective:     May 24, 1999
Name of Form: Application For Gasoline Credit Card	Supersedes: April 1, 1991

A. Purpose.

The Application For Gasoline Credit Card is required when requesting gasoline credit cards for later use during university authorized travel to cover emergencies.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

The completed form should be routed to the appropriate Vice Chancellor after Department Head approval. If approved, the form should be forwarded to the Vice Chancellor for Business Affairs for final approval. The Vice Chancellor for Business Affairs office will route to the Director of Purchasing Services upon final approval.

The following information is to be completed by the department requesting the gasoline card:

1.    Enter date the form was prepared.
2.    Enter department that will be responsible for the card.
3.    Enter the account number that all charges should be recorded against.
4.    Enter name and work extension of the employee responsible for the use of
       the gasoline credit cards requested.
5.    Enter petroleum company and number of cards needed.
6.    Briefly explain the reason these cards will be needed.
7.    Obtain appropriate approvals.