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PW-6 Rev. 1 Issuance of PIN Fuel SystemCITY OF DELRAY BEACH ADMINISTRATIVE POLICIES AND PROCEDURES DEPARTMENT: SUBJECT: REVISION: APPROVED BY: PURPOSE Public Works Issuance of PIN and Approved Use of Automated Fuel S stem 1 POLICY NUMBER:PW-6 SUPERSEDES:GA-25,dated 9/28/87 1/26/2022 errence R.Moore,ICMA-CM City Manager The purpose of this policy is to establish procedures relative to the issuance of a Personal Identification Number (PIN)to City employees for use in fueling City vehicles at City-managed fuel sites,and the proper use of the Fuel Management System and PIN. POLICY The City currently utilizes a computer operated Automated Fuel Management System.The use of this system to dispense fuel at any of the City fuel sites requires the use of a "fuel key fob"which is assigned to the vehicle being fueled,and for the user to provide the exact current vehicle mileage (less tenths)as well as his/her PIN. Fueling personal vehicles at the City's fuel sites is not permitted and is strictly prohibited.Only during emergency situations,and with at the direction of the City Manager,may it become permitted for fuel to be rationed to City employees for the purpose of travel to and from work,when fuel supplies are unavailable. Any unauthorized fueling of personal vehicles or fuel cans shall result in immediate discipline,up to and including dismissal of the offending employee. PROCEDURE PIN: The City currently utilizes a computer based Automated Fuel System,requiring employees to enter a PIN to access the system.Each employee will be issued an identification number by Human Resources,which will be used to activate the fuel system.Each employee's number should be kept confidential so as not to compromise the integrity of the system.Use of another employee's PIN shall not be permitted;each employee will be responsible for the fuel dispensed under his/her number,and should take due care to safeguard it. Employee information shall be maintained by the City Garage to activate and manage each employee's authorization to access the fuel system.Supervisors shall be responsible to contact the Garage Superintendent to request new employees to be entered into the fuel system.Additionally,each supervisor shall notify the Garage Superintendent immediately when employees in their department are no longer Issuance of PIN and Approved Use of Automated Fuel System PW-6 Page 2 of 2 employed by the City,so that their fuel authorization privileges are terminated. Vehicle Fuel Key Fobs: Each City vehicle shall have a single fuel key fob assigned to it.Each fuel key fob is specific to the particular vehicle for which it was created,and is used by the fuel management system to identify the vehicle being fueled;it is to be used only for fueling the vehicle for which it was intended.The fuel key fob is assigned to the vehicle,not to any one particular person,regardless if a single person is assigned as the primary driver of the vehicle. Special fuel key fobs will be assigned to departments requiring the ability to fill fuel cans,for mowers,and other small equipment.These fuel key fobs shall be safeguarded and used only for the appropriate department's fuel cans. Use of Fuel System: To dispense fuel into a City vehicle,the employee will first wave the fuel key fob past the key reader on the side of the Fuel Management Terminal.The system will then prompt the employee to enter the exact current meter reading (less tenths)in either miles or hours.Next the employee will be prompted to enter his/her personal employee PIN.After completing these steps,the employee will select the fuel pump that is to be used and begin fueling the vehicle.Any fuel spills or deficiencies with the Fuel Management System or dispensers should be reported immediately to a supervisor and to the City Garage. Note:Employees should be careful toe sure that the meter is not displaying a trip odometer when reading the meter."Rounding off'the mileage,to the nearest 100 for example,is not acceptable as the fuel transactions are downloaded on a daily basis and are used to update the meters in the equ8ipment records. Inaccurate meter entries prevent accurate vehicle records,leading to inaccurate preventive maintenance scheduling.If there is an issue with a fuel key fob that indicates an error with the vehicle mileage,this can usually be corrected with a phone call to the City Garage,and does not necessarily require that the fuel key fob be taken into the office for correction.