Each vehicle is issued a fuel card. The fuel card is to only be used to fuel the indicated vehicle (fleet number embossed in the lower left corner). Contact the fleet staff to inquire about fuel cards for non-vehicle fuel needs, lost/stolen cards, and damaged cards.
To use a fuel card, be prepared in advance with the Driver ID and the vehicle odometer reading.
- Be sure the fuel card brand is accepted at the location you are purchasing fuel. The fuel card brand logo on the card should appear also on the pumps along with the ubiquitous Visa and Master card logos.
- If you are not sure if the fuel card will be accepted, use the “pay at the pump” method. This way you will know prior to incurring a cost obligation whether or not the card has been accepted. Be aware that the card has a limited number of swipes before it is inactivated. After three unsuccessful attempts, use other means to pay for fuel and contact the fleet staff.
- Don’t know what the Driver ID is? Contact the fleet staff. Driver IDs are not to be written on or affixed in any way to fuel cards.
After swiping a fuel card, the payment approval system will prompt for the odometer reading and Driver ID. The prompt order may vary, so please pay close attention to what’s being asked.
Pay-at-the-pump style equipment will engage and allow pumping after the Driver ID is approved, regardless if it is a private sector pump or a University pump. University pumps will prompt the user to input the hose number after the Driver ID is approved, then the pumps will engage when turned on using the switch that covers the hose nozzle holster.
Non-pay-at-the-pump equipment in the private sector is the source of some problems with the fuel card. Patrons who pump with these units are expected to pay after they pump; when individuals are unable use the fuel card, they get themselves into an awkward situation.
Fuel card failures are usually traced to one of these issues:
- the user doesn’t know the Driver ID,
- the site does not accept the card,
- the site equipment is broken, or
- the card itself has a flaw and the user must furnish cash or pay with other means.
Need help? Call UW Fleet at (608) 262-1307 or toll free (888) 777-7181.
If you pay cash for fuel for a state vehicle, submit a travel expense report to your department, along with original receipts and vehicle identification information. You must also include a short note on the reason the fuel card wasn’t used. Department fiscal staff can contact UW Fleet staff for guidance on how to handle these situations, but Fleet is not able to reimburse individuals, only departments.
It is not permitted to use the Procurement Card (P-Card) for fuel.
It is permitted to get a car wash in addition to fuel if the vehicle needs a wash. Select the lowest cost wash that includes an underbody flush. Wax and other fancy finish treatments are not needed.
Need help? Call UW Fleet: (608) 262-1307 or toll free (888) 777-7181.
Fleet
Gasoline – 27 N. Charter Street Fuel Island
The photos above depict the gasoline fuel island at the Fleet and Service Garage, 27 N. Charter Street. Drivers are encouraged to use this fuel island for gasoline whenever possible, as fuel here is the lowest cost available.
Signs on the pumps warn against overfilling or topping off due to the vapor emissions produced. The pump signs have hinges, so during Ozone Action Days a warning can be displayed recommending vehicles avoid fueling until after 6 p.m.
Location
It is best to approach the fuel island from N. Mills Street. Enter Lot 50 from N. Mills Street and proceed west across the lot, toward the Fleet and Service Garage. You will see the fuel island (as pictured above) to the south of the building. Use the fuel card just like paying at the pump at a retail fuel station.
Diesel Fuel – Herrick Drive Fuel Island
The photos above depict the diesel fuel island at Herrick Drive on the west campus. Drivers are encouraged to use this fuel island for diesel whenever possible, because the fuel here is a blend of 20% Biodiesel.
Location
Herrick Drive is the stretch of road behind the Biotron Laboratory and to the east of the West Campus Cogeneration Facility. The diesel fuel island is near the southernmost part of Herrick Drive. Google Maps Directions (opens in a new window)
Fuel Information
The University uses a blend of 20% Biodiesel and 80% Ultra Low Sulfur petroleum diesel. This blend provides a cleaner burning fuel that results in far less particulate emissions and is partially made from domestic, renewable resources. Beginning in September 2006, 80% of all highway diesel fuel must be Ultra Low Sulfur (under 15 parts per million sulfur) and by May 2010 100% must meet that standard. In order to reduce emissions of Nitrogen Oxide (NOx) and particulates, the University is able to obtain diesel that meets the new standard today even though it is not generally available at private sector fuel retailers. By blending Ultra Low Sulfur diesel with Biodiesel, the University is not only contributing to cleaner air in Dane County, we are also contributing in a reduction of dependence on foreign oil.