Library: Policy

DHS:2-21-205. Fuel accounts, fuel cards, and personal identification numbers (PIN)

Issued 3-1-16

The fleet manager establishes fuel accounts for all Oklahoma Department of Human Services (DHS) locations with vehicles.Support Services is responsible for funding fuel and maintenance costs as well as requisitions and change orders for vehicle fuel accounts on behalf of DHS.

(1) The fleet manager is responsible for:

(A) corresponding with the local fleet coordinator regarding the location's fuel and maintenance account;

(B) establishing new, or making changes to, existing fuel accounts;

(C) issuing new or replacement fuel cards;

(D) issuing PINs for DHS staff; and

(E) processing transfers of fuel cards.

(2) The local fleet coordinator is responsible for:

(A) accessing the contracted fuel provider's website for information pertaining to invoices and fuel reports used to complete Form 23AM008E, Monthly Fleet Report;

(B) preparing Form 23AM008E and submitting it to the fleet manager by the 10th day of the current month for the previous month's data;

(C) processing related invoices for payment;

(D) requesting employee PINs; and

(E) maintaining a current list of PINs for office staff.

(3) DHS employees are responsible for:

(A) keeping his or her PIN strictly confidential and not sharing it with others;

(B) retaining his or her PIN as long as he or she is a state employee, regardless of agency transfers; and

(C) using his or her PIN only with the designated card assigned to the vehicle.