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Run: Fleet Fuel Card Reconciliation Audit

Audit fleet fuel card transactions against vehicle, driver, gallons, price, MPG, and exception records. Use it to catch unauthorized fueling, pricing mismatc...

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Audit Scope and Transaction Identification

Audit period is defined and matches the transaction report

Record the start and end dates for the audit and confirm they match the source report.

Fuel card population reviewed is complete for the audit period critical (required)

Confirm all active fleet fuel cards and all transactions within the audit period are included.

Yes No N/A

Source reports and system exports are identified

Select the records used for reconciliation.

Number of transactions reviewed

Enter the total number of fuel transactions included in the audit sample or full review.

Driver and Vehicle Assignment

Transaction is matched to an authorized vehicle critical (required)

Confirm the card use aligns to the assigned vehicle or approved pool vehicle.

Yes No N/A

Transaction is matched to an authorized driver critical (required)

Confirm the driver at the time of purchase was authorized to use the card.

Yes No N/A

Vehicle unit number or asset ID is recorded

Enter the vehicle identifier used for the reconciliation.

Driver name or employee ID is recorded

Enter the driver identifier used for the reconciliation.

Fueling location is consistent with route or assignment

Confirm the purchase location is reasonable for the vehicle's route, duty cycle, or dispatch assignment.

Yes No N/A

Fuel Quantity and Pricing Review

Gallons purchased are reasonable for the vehicle tank capacity critical (required)

Compare gallons purchased to tank capacity and expected fill level.

Yes No N/A

Unit price matches posted fuel price or card agreement critical (required)

Verify the per-gallon price aligns with the station posted price, contract rate, or approved surcharge.

Yes No N/A

Transaction total matches gallons multiplied by unit price

Confirm the extended amount is mathematically correct and within rounding tolerance.

Yes No N/A

Odometer reading at fueling is recorded

Enter the odometer or engine hour reading captured at the time of fueling.

Fuel type matches vehicle requirement

Select the fuel type used for the transaction.

MPG and Usage Variance Analysis

Actual MPG or fuel economy is calculated

Enter the calculated miles per gallon for the period or transaction set.

Actual MPG is within acceptable variance of benchmark critical (required)

Compare actual MPG to the expected benchmark for this vehicle class and duty cycle.

Yes No N/A

Mileage or fuel usage variance is explained

Confirm any variance is supported by route changes, idling, weather, load, maintenance, or other documented factors.

Yes No N/A

Expected MPG benchmark is recorded

Enter the benchmark MPG used for comparison.

Variance percentage is calculated

Enter the percentage difference between actual and expected fuel economy.

Exceptions, Approval, and Corrective Action

Duplicate, split, or suspicious transactions were reviewed critical (required)

Check for duplicate charges, repeated swipes, unusual timing, or split purchases designed to bypass controls.

Yes No N/A

Out-of-route, after-hours, or unauthorized fueling exceptions were identified critical (required)

Confirm any exception was documented and approved according to policy.

Yes No N/A

Exception type

Select all exception categories that apply.

Exception approved by supervisor or fleet manager

Verify documented approval exists for any exception.

Yes No N/A

Corrective action assigned

Describe the corrective action, owner, and due date for any unresolved discrepancy.

Inspector signature

Inspector signs to confirm the audit findings and reconciliation results.

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