Each vehicle is issued a fuel card. The fuel card is to be used to fuel the indicated vehicle only (fleet number embossed in the lower left corner). Contact the fleet staff to inquire about fuel cards for non-vehicle fuel needs, lost or stolen cards, and damaged cards.
To use a fuel card, be prepared in advance with the Driver ID, the vehicle odometer reading, and be sure the fuel card 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.
Contact the fleet staff to inquire about Driver ID's if you do not know the proper number to use. Driver ID's 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 odometer reading and Driver ID, the order of the prompts may vary so please pay close attention to which is requested.
If you are not sure about fuel card acceptance, use pay at the pump. 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.
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 and those individuals who can't use the fuel card for some reason 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 then the user must furnish cash or pay with other means.
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.
Call 608-262-1307 or toll free 888-777-7181 with questions. This phone is staffed 6:00 AM to 2:15 PM weekdays but there are automated after hours help options.
If you pay cash for fuel for a state vehicle, submit a Travel Expense Report to your department along with original receipts and supply the identification of the vehicle. Department fiscal staff can contact fleet staff for guidance on how to handle these but the fleet is not able to reimburse individuals, only Departments. Your Department will need you to supply a short note with the reason why the fuel card wasn't used.
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.
Gasoline - UW Fleet Fuel Island
The photos above depict the gasoline fuel island at the Fleet and Service Garage, 27 North Charter Street. Click on the photos for larger versions. Drivers are encouraged to use this fuel island for gasoline whenever possible, because the 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 that during Ozone Action Days a warning can be displayed to avoid fueling until after 6:00 PM if possible.
Directions/location: It is best to approach the fuel island from Mills Street side of Lot 51 / Lot 50. Enter Lot 51 from Mills Street just north of the intersection with Regent Street and proceed west across the lot into Lot 50, and you will see the fuel island as pictured above. The fuel card works here just like pay at the pump for a retail fuel station.
Diesel - UW Fleet Fuel Island
The photos above depict the diesel fuel island at Herrick Drive on the west campus. Click on the photos for larger versions. Drivers are encouraged to use this fuel island for diesel whenever possible, because the fuel here is a blend of 20% Biodiesel (see below). Click here
for a map to the diesel tank location
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.