NU-FLT-317 — FUEL CARD CONTROL & RECONCILIATION

Tier 2/3/4 — Procedure + Pump Card + Reconciliation Sheet · Rev DRAFT 0.1 · Drafted August 2, 2026 · Owner: Office [Adam: name the person — this reconciler role maps to the Office & Billing Coordinator, NU-GOV-005 Seat 2. That is a separate decision from NU-GOV-004's checker seat, which NU-GOV-005 assigns to Seat 1 (Field Operations Manager) — naming one does not close the other.] Parent: NU-FLT-300 Equipment & Fleet Program · Discipline authority: NU-PPL-403. Register line: "Direct margin leak, no controls today." That line is the whole reason this page exists.

THE GATE

No fuel goes into a Nova truck without the odometer entered at the pump and the receipt photographed to the crew chat the same day. A gallon with no odometer attached is a gallon nobody can defend — not to the office, not to a client, not to a buyer. Record: the receipt photo (crew chat + WO folder) and the weekly line on NU-FLT-317-F.

Seven trucks burning diesel every day is one of the biggest recurring numbers this company writes a check for, and today nothing stands between that number and the leak. This document is not about catching thieves. It is about making fuel a number that explains itself — so that when the number moves, Nova knows in seven days whether it was idling, a mechanical problem, or theft, instead of finding out at year end that the margin went out the fill neck.

1. THE SETUP — ONE CARD PER TRUCK, ONE PIN PER MAN

[Adam: confirm the current setup. Is it one card per truck today, one per man, or a shared card? And name the provider — WEX / Fuelman / Comdata / fleet card through the bank — because most of §2 and half of §4's flags can be turned on as provider-side controls (tank-size limits, time-of-day locks, odometer prompt at the pump) instead of policed by hand.]

The truck-to-card assignment list lives on the Fleet Register (NU-FLT-300 companion). The register is still [fill] — the card column goes in when the register gets filled.

2. PIN DISCIPLINE

1. Your PIN is yours. Giving your PIN to another man is the same offense as him using it — both names go on the write-up.
2. The PIN is never written on the card, in the truck, or in the binder. A card with the PIN sharpied on the back is an open checkbook in a parking lot.
3. A new driver gets his own PIN from the office before his first solo day — it is part of the Day-1 packet (NU-PPL-405), not something borrowed for a week.
4. A driver who leaves Nova has his PIN killed the same day (ties to NU-GOV-003 access control).
5. Forgot your PIN? Call the office. Never borrow one. A borrowed PIN turns one man's honest fuel stop into two men's problem on reconciliation day.

3. AT THE PUMP — THE DRIVER'S 60 SECONDS

The Field Recipe Book already made this a Driver duty — NU-FLD-200 Ch. 2 lists "fuel receipts with odometer" as a daily proof and closes the fuel stop with "Done when: Supervisor released you, tank full, odometer on the receipt." This section changes nothing about that duty. It adds where the receipt goes.

1. Read the odometer before you pump. Enter it at the pump prompt if the pump asks; write it on the receipt regardless. The pump prompt can be fat-fingered — the written number is the one that gets believed.
2. Fueling a machine or a transfer tank too? Separate transaction where practical; either way, write the unit ID and gallons next to it ("60 gal — DRILL-1").
3. Photograph the receipt before you leave the pump. Odometer and unit notes legible in the photo.
4. Send the photo to the crew chat and drop it in the day's WO folder — same day, not "when I get to it." The paper receipt goes in the day's paperwork envelope per NU-FLD-200 Ch. 2 (and per NU-FLT-301, not in a wad on the dash).
5. Pump receipt printer broken? Photograph the pump screen with the gallons and total showing, and write the odometer in the chat message.

Done when: tank full, odometer at the pump AND on the receipt, photo in the crew chat and the WO folder before end of day.

This is not new paperwork. It is the same receipt the Driver chapter already requires, photographed instead of only pocketed — and it is the same discipline that feeds the PM schedule: NU-FLT-300 runs every truck's service trigger off "odometer written on every fuel receipt (already a Driver duty)." Skip the odometer and you don't just blind the fuel math — you blind the maintenance schedule too.

4. WEEKLY RECONCILIATION — WHERE THE LEAK SHOWS UP

Every week, the office matches the card statement to the trucks. One sheet (NU-FLT-317-F, §8), one hour, same day every week. [Adam: pick the day — Monday morning against last week's statement is the natural fit with the Friday scorecard rhythm in NU-GOV-004.]

The core check is three numbers per truck:

Miles driven this week ÷ truck gallons purchased = MPG. Miles come from the odometers — pump receipts, cross-checked against the post-trip DVIR book and the Daily Truck Log pad, which record the same odometer independently. Gallons come from the statement, with machine gallons (unit-ID noted) pulled out first.

Baseline: each truck's first four clean weeks set its baseline MPG, written on the sheet. Trucks compare against their own baseline, not each other — a service body running loaded (NU-FLT-310 combinations) will never match an empty pickup, and doesn't need to.

4.1 An MPG collapse is a leak signal — run it down, don't shrug at it

4.2 The other flags on the sheet

• Receipt on the statement with no photo in the chat/WO folder — every one gets chased to a name, that week, while memories are fresh.
• Gallons with no odometer — same.
• Purchase larger than the truck's tank capacity with no machine unit ID noted.
• Transactions outside working hours or outside the work geography.
• Statement total ≠ receipts total — the sheet does not get filed with an unexplained gap.

Done when: every gallon on the statement matches a receipt, every truck has an MPG number against its baseline, every flag has an action written next to it, and the sheet is signed and filed.

5. THE MONTHLY NUMBER THE OWNER SEES

One line, once a month, from the four weekly sheets:

Fuel $ ÷ production feet for the month = fuel cost per foot.

Production feet come from the production log — the same footage number in the Big-3 daily score. This is the number that makes fuel a margin conversation instead of an expense line: rate-card pricing is built per foot (break-even $2,892/day crew), so fuel per foot is the direct read on whether the trucks are feeding production or just burning diesel. Trend it month over month next to the Friday scorecard. When it climbs and footage didn't, §4 already knows which truck.

6. PERSONAL USE, MISUSE & LOST CARDS

1. Personal use of a Nova fuel card — any vehicle, any can, any amount — is a Class C offense under NU-PPL-403, plus repayment of the fuel. One gallon or forty, same class.
2. PIN sharing and card lending are treated as the same class — the control only works if the card-truck-PIN-man chain never breaks.
3. Lost or stolen card: reported to the Supervisor and the office the SAME DAY, and the office kills the card the same day. A card that has been missing for a week has been someone else's card for a week — charges after an unreported loss are treated as unexplained transactions on the last assigned driver's reconciliation line.
4. A replacement card is issued to the truck, and the Fleet Register card column gets updated before the new card fuels anything.

7. DOT & RECORDS NOTE — WRITTEN AS APPLYING

Step zero, and it belongs to the office before anything else in the FLT series: Nova holds USDOT 4221697, and the record shows INACTIVE in SAFER (verified 8/1/26) — almost certainly a lapsed MCS-150 biennial update. Reactivation is an open office task tracked under NU-FLT-313. This document — like the rest of the fleet series — is drafted as if the federal rules apply, because with 7 trucks pulling equipment trailers routinely over 10,001 lb combined [Adam: door stickers — actual GVWR/GCWR still unconfirmed, see NU-FLT-310 §12], they do the day the number goes active again.

What fuel records touch on the federal side:

• 49 CFR Part 396 (inspection & maintenance): the periodic maintenance intervals run on mileage, and Nova's mileage source is the fuel-receipt odometer (NU-FLT-300). The receipt discipline in §3 is the Part 396 records feed.
• 49 CFR Part 395 (hours of service): Nova's trucks should run under the 150-air-mile short-haul exception (NU-FLT-314), which requires time records — fuel transaction timestamps are the corroborating record an auditor checks those time records against.
• IFTA: does not apply — Nova runs intrastate GA today. But the day Nova takes one job across a state line, every fuel receipt becomes a fuel-tax record, and the required discipline is exactly what §3 already does. Nothing would need to change except the filing.

Driver qualification, medical cards, and testing stay where they live: NU-FLT-313 (Part 391 DQ files) and NU-SAF-120 (drug & alcohol program, drafting in parallel).

8. TIER-4 — NU-FLT-317-F WEEKLY FUEL RECONCILIATION SHEET

One sheet per week. This is the record behind the gate, and it is a table — it belongs in Softr next to the Fleet Register on day one.

Header: Week ending · Statement period · Prepared by · Date prepared

One row per truck:

Footer: Total fuel $ · Total gallons · Statement total vs. receipts total (must match) · Gap explained (Y/N + note) · Signature

Monthly roll-up line (4 sheets → 1 line for the Owner): Month · Total fuel $ · Production feet · Fuel $ per foot · vs. last month

9. TIER-3 PUMP CARD (print for every truck binder)

FUEL STOP — 60 SECONDS 1. Odometer — read it, enter it, write it on the receipt 2. Machine fuel? Unit ID + gallons on the receipt 3. Photo of the receipt → crew chat + WO folder, today 4. Receipt in the day's envelope 5. Your PIN is yours — never lend it, never write it down 6. Card stays in the truck binder Card lost? Call it in TODAY.

10. THE NEVER LIST

1. Never fuel anything on a Nova card without the odometer on the receipt.
2. Never share a PIN — yours or anyone's.
3. Never write a PIN on the card, in the truck, or in the binder.
4. Never fuel a personal vehicle or can on a Nova card. Not once, not "I'll square it Friday." NU-PPL-403 Class C.
5. Never sit on a lost card overnight.
6. Never run machine gallons through a truck card without the unit ID written down.
7. Never file a weekly sheet with an unexplained gap between the statement and the receipts.
8. Never let a flag ride two weeks in a row without a name and an action next to it.

11. WHAT THIS DOCUMENT NEEDS FROM ADAM

1. Confirm the current card setup — one per truck, one per man, or shared? — and name the provider, so the office can turn on provider-side controls (odometer prompt, tank-size limit, time-of-day lock) instead of policing by hand.
2. Name the reconciler. The weekly hour in §4 needs one owner — logically the Office & Billing Coordinator, NU-GOV-005 Seat 2. Note this is a separate decision from NU-GOV-004's checker seat, which NU-GOV-005 assigns to Seat 1 (Field Operations Manager) — naming this seat does not close that one.
3. Pick the reconciliation day (§4 — Monday against last week's statement is the recommendation).
4. Confirm how machines fuel today (station pump, cans, transfer tank) so §1's unit-ID rule matches reality.
5. File the MCS-150 and reactivate USDOT 4221697 — the step-zero office task this whole series is waiting on (tracked under NU-FLT-313).
6. Fill the Fleet Register — the card column, tank capacities (for the over-tank flag), and the odometers all live there, and it is still [fill].

NU-FLT-317 · Rev DRAFT 0.1 · Nova Underground · Parent: NU-FLT-300 · Record: NU-FLT-317-F · Uncontrolled when printed.