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Procedure to monitor / control fuel consumption of the Association's fleet vehicles (OP10:V8:09/01/06)

Responsibility

  1. Support Services Manager, Operatives, Administrative Officer (one of the Customer Service Team).

Action

  1. Support Services Manager to determine an acceptable level of fuel consumption for each class of vehicle, based on their model and usage. This will be based on past records of fuel consumption and manufacturers statements on fuel consumption.

  2. Operatives driving normal vehicles will fill up at any Shell or Esso service station and operatives driving dual-fuel vehicles will fill up at Texaco service stations. Operatives will pay for their fuel using their Agency Card, which identifies the vehicle registration number and validates the driver's signature.

  3. The Operative must fill in the odometer reading of their vehicle on the transaction ticket given to them by the garage. This must be returned to the Administrative Officer.

  4. The fuel companies will send regular records to the Administrative Officer with details of each fuel transaction, total mileage and litreage for each account period, broken down by vehicle.

  5. The Administrative Officer will check this statement against the transaction tickets before authorising payment.

  6. The Administrative Officer will enter the details on a spreadsheet to allow mileage, fuel consumption and fuel efficiency to be calculated.

  7. The Administrative Officer will identify any ambiguous figures in this data and investigate them as described in Appendix 1.

  8. The Support Services Manager will determine whether excessive consumption requires remedial action. It may be necessary to remind staff how to use the vehicle efficiently, or to instruct a contractor to have the vehicle re-tuned to optimise consumption.

Recording

  1. Monthly report figures from Administrative Officer to Support Services Manager.

  2. The Support Services Manager will make a note on the vehicle's file of remedial action required. The vehicle file is kept by the Administrative Officer.

Appendix 1 – Identifying and Addressing Ambiguous Data

  1. The Administrative Officer calculates the average mileage per litre of fuel for each vehicle using the information provided by the fuel companies.

  2. The mileage per litre should fall between 6.00 and 9.99 miles per litre. If the figure falls outside this limit, the Administration Officer should investigate further as follows:

    a. Check that the mileage figures look realistic. If it appears that an anomaly has occurred due to incorrect entry of mileage figures at the garage a check should be made in the following month to see if it has rectified itself.

    b. Compare the fuel consumption (quantity of litres) with previous months. If this is vastly different to other months check the vehicle file to see if there is a known problem.

  3. If there is no apparent reason for the anomaly or the figures do not correct themselves the next month this should be reported to the Support Services Manager who will discuss the issue with the driver with the van.