Drivers who pay for fuel out of their own pocket need to be reimbursed accurately and promptly. Businesses, in turn, need to know that every litre claimed went into a company vehicle on company business. A fuel and vehicle expense voucher balances both needs: it lists every fill-up with odometer readings and receipts, adds other running costs like tolls and parking, and works out how efficiently the vehicle is being used. This template presents all of that under a big fuel gauge.
A Fuel Gauge Header
The header is a navy band. On the right, a semicircular fuel gauge with tick marks runs from a red “E” segment on the left to “F” on the right, with a yellow needle pointing past half full. On the left, a small yellow caption reads “Vehicle running costs” above the title “Fuel & Vehicle Expense Voucher” in white Barlow, and the logo sits on a white plate below.
Driver and Vehicle Details
Two tables record the claim and the vehicle. The claim: voucher number FV-0926-18, claim period September 1 to 30, 2026, the driver (Tomás Reyes) and the field service department. The vehicle: a white Ford Transit, its registration, diesel fuel and whether a company fuel card was used (no, paid personally).
The Fuel Log
Each fill-up has its own line with date, odometer reading, litres, price per litre, amount, fuel station and receipt number:
| Date | Odometer | Litres | Price / L | Amount |
|---|---|---|---|---|
| Sep 3 | 41,210 | 52.4 | 1.69 | 88.56 |
| Sep 10 | 41,742 | 55.1 | 1.71 | 94.22 |
| Sep 17 | 42,305 | 58.8 | 1.68 | 98.78 |
| Sep 24 | 42,851 | 54.0 | 1.72 | 92.88 |
Odometer readings are the backbone of a fuel claim. They show the vehicle actually travelled between fill-ups, and they let you calculate fuel economy. Receipt numbers link each line to the slip stapled behind the voucher.
Other Vehicle Costs
A second table lists running costs that are not fuel: tolls on four trips (£34.60), parking at client sites (£22.00), a car wash (£12.50) and an AdBlue top-up (£15.99), a total of £85.09. Keeping them separate from fuel makes budgeting and VAT recovery simpler.
This Month’s Efficiency Panel
A tinted panel calculates four useful numbers: distance travelled (1,980 km, from the first odometer reading to the closing reading of 43,190 km), fuel used (220.3 litres), average consumption (11.1 litres per 100 km) and cost per kilometre (£0.189). If a van suddenly uses much more fuel than usual, the panel makes it obvious, whether the cause is a mechanical fault, heavy traffic or something that needs a conversation.
Total Reimbursed
The totals table shows fuel of £374.44, other costs of £85.09 and a total reimbursed of £458.53, highlighted in red. The amount in words, “Four Hundred Fifty-Eight and 53/100 pounds”, sits beside it, with a note of the closing odometer and the stapled receipts.
Business Use Declaration
A declaration box confirms that all journeys were for company business, references the job sheets for the month and states private mileage as zero. If a vehicle is also used privately, record the private kilometres here and reduce the claim accordingly.
Three Signatures
The voucher is signed by the driver, the fleet manager and accounts. The fleet manager’s signature confirms that the mileage and consumption look reasonable for the work done.
Claiming Fuel Each Month
- Keep every fuel receipt and note the odometer at each fill-up.
- Record other costs like tolls and parking with their receipts.
- At month end, complete the log and the efficiency panel.
- Declare business use and sign.
- Hand the voucher and receipts to the fleet manager for approval.
Fuel Cards Versus Reimbursement
Many fleets give drivers fuel cards, which remove the need to reimburse personal spending. Even then, a monthly voucher is useful: it checks the card statement against odometer readings and catches fuel bought for the wrong vehicle. Change the “Fuel card” row to “Yes, card ending 4471” and use the voucher as a reconciliation.
Litres, Gallons and Currencies on the Fuel Log
The sample uses litres, kilometres and pounds, as in the UK. For the US, change the columns to gallons and miles, the efficiency line to miles per gallon, and the currency to dollars. Every label is editable text.
Recolouring the Gauge
The navy header and red accents can follow your fleet livery. The gauge is a group of rings, ticks and a needle; recolour it from its swatches, or move the needle by rotating the needle shape.
Spotting Unusual Fuel Claims
Most fuel claims are honest, but patterns can reveal mistakes or misuse: two fill-ups on the same day, more litres than the tank holds, consumption far above the vehicle’s normal figure or fill-ups far from the driver’s route. The fuel log and efficiency panel make these patterns visible without accusing anyone. A quick conversation usually explains them, such as a detour or a roadside breakdown.
Mileage Allowance Instead of Fuel
When employees use their own cars for work, many employers pay a mileage allowance per kilometre or mile instead of reimbursing fuel, because the allowance also covers wear, insurance and servicing. If you pay that way, change the fuel log to a trip log (date, from, to, distance) and multiply the total distance by the approved rate.
VAT on Fuel Receipts
VAT-registered businesses can often reclaim VAT on business fuel, but only with valid receipts and an accurate record of business use. Keeping receipt numbers on the log and the declaration of private mileage helps support any reclaim.
Fuel Voucher FAQ
Can I log more than four fill-ups?
Yes. The fuel log has spare rows and Add Row adds more.
Does the efficiency panel calculate itself?
No. Work out the figures and type them in.
What size is it?
US Letter, 8.5 x 11 inches.
Can I claim for two vehicles?
Use one voucher per vehicle, so odometer readings and efficiency figures stay meaningful.
Can I attach receipt photos?
Add a second page in the editor and place photos of receipts on it, or staple the paper receipts behind the printed voucher.
Who keeps the receipts?
Accounts keeps them stapled to the approved voucher.
