How to Complete the Monthly Vehicle Use Report / Fuel Card Transaction Log

A Monthly Vehicle Use Report / Fuel Card Transaction Log must be completed for each fuel card used by
the Texas A&M Forest Service.
This includes Vehicle, Dozer, Spare, ME and FEPP cards.

A completed form must be submitted to the appropriate fuel Location Coordinator (the person who pays
the fuel invoice).
If different, the fuel Location Coordinator will forward the fuel and maintenance records to the fleet Site
Coordinator (the person who enters fuel and maintenance records into the Office of Vehicle Fleet)
Management’s (OVFM) fleet database).

Complete the log as directed below. Vehicle / Fuel Card Custodians enter numbers 1 through 16.
Fuel Location Coordinators and fleet Site Coordinators enter number 17.

1. Report Month & Year: the month and year activity takes place
2. Year / Make / Model: the year, make and model of the vehicle the card is assigned to when applicable
3. License Plate #: the license plate of the vehicle the card is assigned to when applicable and if Dozer
card, the 6 digit agency asset number
4. Vehicle Log Submitted By: the name of the person submitting the fuel log and receipts for payment
processing
5. Agency Asset #: the assigned asset number located on the agency inventory tag
6. Fuel Tank Capacity (Gallons): the number of gallons the fuel tank holds
7. Fuel Card Type: circle the type of fuel card
8. Previous Month Odometer: the odometer reading from the last day of the previous month the vehicle
was used – vehicle cards only. If dozer, enter the previous month’s hour meter reading in whole hours.
9. Date: Enter the date the vehicle or fuel card was used

10. Trip / Daily Ending Odometer: the odometer reading at the end of the trip or at the end of the day,
whichever is applicable – vehicle cards only. If dozer, on the last day of the month enter hour meter
reading in whole hours.
11. Purpose of Trip / Fuel Use: if a vehicle, enter the purpose of the trip. For all other cards, enter what
the fuel was used for. If the fuel was for a rental car or other agency vehicle (ex: Arkansas Forestry), write
down the driver’s full name and affiliation.
12. Destination: final destination of the day
13. Driver / User Last Name: name of the driver for vehicle cards and the user for all other fuel cards
14. # Passengers: total number of passengers transported in vehicle for the trip – does not include the
driver
15. Record of Fuel Purchases:
a. Method of Payment: applicable method of payment code to show how the fuel was purchased.
Mark “O” if fuel was received from TX Dot or FEMA fuel truck
b. Fuel Type Vehicle: fuel type code from legend for purchase of fuel for licensed vehicles only.
This fuel purchase will be entered into the OVFM database
c. Fuel Type Other Use: fuel type code from legend for purchase of fuel for purposes other than
licensed vehicles
d. Qty: the number of gallons purchased at commercial stations or meter reading from the TX Dot or
FEMA fuel truck
e. Receipt Amount: the dollar amount from the receipt. If fuel from TX Dot or FEMA, enter $0.01

Revised 07/21/2023
16. Record of Maintenance and Repairs:
a. Date: the date the service or part was provided
b. Method of Payment: applicable method of payment code to show how the service or part was
purchased
c. Vendor: the vendor name where the service or part was provided
d. Invoice or Receipt #: the invoice # if direct billed or the receipt # if paid with a credit card or cash
e. Description of Service: the description of the service or part provided
f. Total Cost: the total amount of the invoice or receipt, indicate parts and labor costs of total
invoice amount (if applicable)
17. Location / Vehicle Coordinator Use:
a. Reprice Amount: the dicounted amount repriced from the original fuel purchase amount.
b. Totals: enter total passengers, total quantity of gallons purchased, total receipt amount, and total
reprice amount for the month
c. # Trips: the total number of trips the vehicle completed during the month if applicable
d. Ending Odometer: the odometer reading from the Trip / Daily Ending Odometer from the last trip
of the month. If dozer, hour meter reading in whole hours from last day of the month.
e. Miles Driven for Month: the Ending Odometer minus the Previous Month Odometer. If Dozer,
the total hours whole hours.
f. Record of Maintenance and Repairs – Totals: enter totals of parts, labor, and total cost
g. Date Fleet Items Entered: the date the fuel purchase and maintenance records have been
entered into the OVFM database when applicable

Revised 07/21/2023
 TEXAS A&M FOREST SERVICE
Monthly Vehicle Use Report / Fuel Card Transaction Log
Report Month & Year: #1 Year/Make/Model: #2 License Plate #: #3
Vehicle Log
Submitted By: (print)
#4 Asset #: #5 Fuel Tank Capacity (Gallons): #6
RECORD OF FUEL PURCHASES
#7 Fuel Card Type (please circle one): Vehicle Dozer Spare ME FEPP Location /
Vehicle
Previous Month Odometer (Entry must be per Transaction) Coordinator

# Passengers
Use Only
Date

#8 Purpose of Trip / Driver/User

Fuel Type
Receipt Reprice
Method Other
Trip / Daily Ending Odometer Fuel Use Destination Last Name (Print) of Pmt
Vehicle
Use Qty Amount Amount

#9 #10 #11 #12 #13 #14 #15a #15b #15c #15d #15e #17a

Instruction
Sample

Total Number of Passengers: #17b TOTALS #17b #17b #17b

# Trips : #17c FUEL TYPE METHOD OF PAYMENT

Ending
Odometer: #17d Gas - Unleaded F - Fuel Card B - Direct Billed
FUEL CARD IS TO BE USED FOR FUEL PURCHASES
Miles Driven for Month: #17e DSL - Diesel P - Procurement Card C - Cash

Date Fleet Items Entered #17g E85 - Ethanol 85 D - Dept Travel Card O - Other

FUEL CARD SHOULD NOT BE USED FOR

MAINTENANCE AND REPAIRS
RECORD OF MAINTENANCE AND REPAIRS

Method of Invoice or
Date Vendor Description of Service Parts Cost Labor Cost Total Cost
Payment Receipt #

#16a #16b #16c #16d #16e #16f #16f #16f

TOTALS $17f $17f $17f

Revised 07/21/2023
 TEXAS A&M FOREST SERVICE
Monthly Vehicle Use Report / Fuel Card Transaction Log

Report Month & Year: Year/Make/Model: License Plate #:

Vehicle Log
Asset #: Fuel Tank Capacity (Gallons):
Submitted By: (print)
RECORD OF FUEL PURCHASES
Fuel Card Type (please circle one): Vehicle Dozer Spare ME FEPP Location /
Vehicle
Previous Month Odometer (Entry must be per Transaction) Coordinator

# Passengers
Use Only
Date

Fuel Type
Purpose of Trip / Driver/User Receipt Reprice
Method Other
Trip / Daily Ending Odometer Fuel Use Destination Last Name (Print) of Pmt
Vehicle
Use Qty Amount Amount

Total Number of Passengers: TOTALS

# Trips : FUEL TYPE METHOD OF PAYMENT

Ending
Gas - Unleaded F - Fuel Card B - Direct Billed
Odometer:
FUEL CARD IS TO BE USED FOR FUEL PURCHASES
Miles Driven for Month: DSL - Diesel P - Procurement Card C - Cash

Date Fleet Items Entered E85 - Ethanol 85 D - Dept Travel Card O - Other

FUEL CARD SHOULD NOT BE USED FOR

MAINTENANCE AND REPAIRS
RECORD OF MAINTENANCE AND REPAIRS

Method of Invoice or
Date Vendor Description of Service Parts Cost Labor Cost Total Cost
Payment Receipt #

TOTALS

Revised 07/21/2023