Checklist template

Fuel drive-off and prepay controls for convenience stores

A ready-to-use checklist with 109 items in 6 sections, covering Prepay policy, Authorizations, Monitoring, Reporting, Signage, Trends. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 109 Items
  • 90 Yes / No checks
  • 7 Scored ratings
  • 125 Points

Use this template How audits work

1. Prepay policy 17 items

  1. The company's written fuel payment policy, stating the hours when prepay is required, is kept at the register Yes / No 1 pt
  2. The pump controller is set to prepay or pay-at-pump only during the hours stated in the policy Yes / No 1 pt
  3. Every dispenser covered by the prepay rule is in prepay mode, with no pump left on postpay as a favor or for convenience Yes / No 1 pt
  4. The cashier on duty can state the hours when prepay is required at this store Yes / No 1 pt
  5. A cash customer hands over payment at the register before the pump is released Yes / No 1 pt
  6. Change owed on a cash prepay is paid through the prepay refund function of the register, not from an open drawer Yes / No 1 pt
  7. Prepaid amounts not fully dispensed are closed out on the controller before the shift ends Yes / No 1 pt
  8. Regular or local customers are not exempted from prepay by employees Yes / No 1 pt
  9. The store does not hold a driver's license, keys or other belongings as security for fuel Yes / No 1 pt
  10. Fleet or commercial accounts allowed to fuel before paying are named on a list signed by the manager Yes / No 1 pt
  11. The controller's payment mode can be changed only with a manager sign-on Yes / No 1 pt
  12. A dispenser with a failed card reader is switched to prepay inside rather than opened for postpay Yes / No 1 pt
  13. Diesel and high-flow truck lanes follow the same prepay rule as the gasoline islands Yes / No 1 pt
  14. Postpay, where the company still allows it, is limited to the islands named in the policy Yes / No 1 pt
  15. Payment mode found on the pump controller at the time of the visit Choice
    • Prepay or pay-at-pump on every pump
    • Postpay on some pumps
    • Postpay on every pump
  16. Dispensers set to postpay at the time of the visit Number
  17. Compliance with the prepay policy Rating
    • Followed on every pump and every shift 5 pts
    • Followed, with exceptions made by employees 3 pts
    • Not followed 1 pt

2. Authorizations 18 items

  1. The cashier looks at the pump and the vehicle before releasing a postpay pump or answering a pump call Yes / No 1 pt
  2. Pumps are released one at a time, never with the "authorize all" key Yes / No 1 pt
  3. A vehicle with a missing or covered license plate is released only after prepayment Yes / No 1 pt
  4. The pump intercom is used to speak to the customer before a postpay pump is released Yes / No 1 pt
  5. The intercom worked on 2 dispensers tested during the visit Yes / No 1 pt
  6. For each postpay release, the plate number or a vehicle description is noted on the pad at the register Yes / No 1 pt
  7. Each cashier releases pumps under their own sign-on; no shared sign-on is open on the controller Yes / No 1 pt
  8. The cashier repeats the pump number back to the customer before entering a prepay Yes / No 1 pt
  9. A prepay entered on the wrong pump is corrected with the move-prepay function, not by releasing a second pump Yes / No 1 pt
  10. Manager-mode or pump-test releases on the controller report for the last 7 days each carry a written explanation Yes / No 1 pt
  11. Fuel dispensed for store use (generator, pressure washer, lawn equipment) is rung through the register Yes / No 1 pt
  12. Employees do not release a pump for their own vehicle; another employee rings the sale Yes / No 1 pt
  13. Fuel bought by employees is paid before it is dispensed Yes / No 1 pt
  14. A fleet or house-account sale keyed at the register is made only with the card or account document presented Yes / No 1 pt
  15. When the cashier leaves the counter to stock or clean, the pumps are left in prepay or pay-at-pump mode only Yes / No 1 pt
  16. No unpaid pump sale was still open on the controller after its vehicle had left, at the time of the visit Yes / No 1 pt
  17. Unpaid postpay sales open on the controller at the time of the visit Number
  18. Attention of the cashier when releasing pumps, as observed Rating
    • Looks at the pump and vehicle every time 5 pts
    • Looks some of the time 3 pts
    • Releases without looking 1 pt

3. Monitoring 19 items

  1. Every fuel island can be seen from the cashier's normal standing position Yes / No 1 pt
  2. Posters on the forecourt-side windows are placed above or below eye level so the pumps stay in view Yes / No 1 pt
  3. A dispenser that cannot be seen from the register is shown on a camera screen at the register Yes / No 1 pt
  4. Each fuel island is covered by at least one camera Yes / No 1 pt
  5. A camera at each lot exit records the license plates of departing vehicles Yes / No 1 pt
  6. A plate could be read on daytime playback checked during the visit Yes / No 1 pt
  7. A plate could be read on night-time playback checked during the visit Yes / No 1 pt
  8. Forecourt video is kept for the number of days set by company policy Yes / No 1 pt
  9. The clock on the video recorder agrees with the clock on the register, so a sale can be matched to its video Yes / No 1 pt
  10. The manager or shift lead on duty retrieved a clip for a named pump and time when asked Yes / No 1 pt
  11. Lighting at the outermost island lets the night-time camera image show the vehicle's color and body type Yes / No 1 pt
  12. The pump status screen of the controller faces the cashier while customers are being served Yes / No 1 pt
  13. The audible pump-call alert on the controller is switched on Yes / No 1 pt
  14. The outer islands are coned off or switched off when one employee is on duty, where company policy calls for it Yes / No 1 pt
  15. Employees walk the forecourt at the frequency set by company policy Yes / No 1 pt
  16. Employees can state that they never chase a vehicle that leaves without paying, on foot or by car Yes / No 1 pt
  17. Dispensers that cannot be seen from the register, directly or on screen Number
  18. Forecourt cameras not recording at the time of the visit Number
  19. Visibility of the forecourt from the register Rating
    • Every pump visible directly or on screen 5 pts
    • One or two pumps hidden 3 pts
    • Several pumps hidden 1 pt

4. Reporting 21 items

  1. Blank drive-off report sheets, or the electronic report, are available at the register Yes / No 1 pt
  2. Each drive-off report of the last 30 days gives the date and time Yes / No 1 pt
  3. Each report gives the pump number Yes / No 1 pt
  4. Each report gives the fuel grade Yes / No 1 pt
  5. Each report gives the volume dispensed (gallons or liters) Yes / No 1 pt
  6. Each report gives the plate number, or states that it could not be read Yes / No 1 pt
  7. Each report describes the vehicle (make, color, body type) Yes / No 1 pt
  8. Each report names the employee who released the pump Yes / No 1 pt
  9. Each report was written during the shift in which the drive-off happened Yes / No 1 pt
  10. The unpaid sale was closed on the register with the drive-off tender or key, not voided Yes / No 1 pt
  11. Use of the drive-off key requires a manager's approval or is reviewed by the manager the next day Yes / No 1 pt
  12. A video clip was saved for each drive-off of the last 30 days Yes / No 1 pt
  13. Drive-offs were reported to the police where company policy calls for it Yes / No 1 pt
  14. The police file number is written on the drive-off report Yes / No 1 pt
  15. Each drive-off reached loss prevention or the head office within the time set by company policy Yes / No 1 pt
  16. Drive-off losses are not deducted from employees' pay or collected from them Yes / No 1 pt
  17. When a customer came back to pay, the payment was rung against the original drive-off and noted on its report Yes / No 1 pt
  18. Where the company uses a recovery service, each drive-off with a readable plate was submitted to it Yes / No 1 pt
  19. Drive-offs recorded in the last 30 days Number
  20. Value of fuel lost to drive-offs in the last 30 days (dollars) Number
  21. Completeness of the drive-off reports reviewed Rating
    • Every field filled on every report 5 pts
    • Some fields missing 3 pts
    • Reports missing or mostly blank 1 pt

5. Signage 16 items

  1. A company-issued "prepay" or "pay at the pump" decal is on both faces of each dispenser Yes / No 1 pt
  2. The prepay decals are legible, not faded or peeling Yes / No 1 pt
  3. Where prepay applies for part of the day, a sign at each island states the hours Yes / No 1 pt
  4. The pump number is shown on both faces of each dispenser Yes / No 1 pt
  5. Pump numbers can be read from the register without being hidden by trash cans, squeegee stations or displays Yes / No 1 pt
  6. A sign on the forecourt states that the area is recorded on video Yes / No 1 pt
  7. A sign states that fuel theft is reported to the police, where the company provides one Yes / No 1 pt
  8. A sign at the store entrance tells cash customers to pay the cashier before pumping Yes / No 1 pt
  9. Pump toppers and promotional signs do not cover the prepay decal Yes / No 1 pt
  10. No handwritten prepay notice is taped to a dispenser Yes / No 1 pt
  11. A dispenser with a failed card reader carries a company sign directing customers to prepay inside Yes / No 1 pt
  12. A sign at the register asks customers to give their pump number Yes / No 1 pt
  13. The intercom call button on each dispenser is labeled Yes / No 1 pt
  14. Prepay signs are posted in the languages set by company policy for this store Yes / No 1 pt
  15. Dispensers missing a prepay decal on at least one face Number
  16. Condition of prepay and video signs on the forecourt Rating
    • Complete and legible at every dispenser 5 pts
    • Missing or faded at some dispensers 3 pts
    • Largely missing 1 pt

6. Trends 18 items

  1. The manager keeps a month-by-month record of drive-offs Yes / No 1 pt
  2. Drive-off losses are compared each month with the fuel volume sold Yes / No 1 pt
  3. The manager can state the store's drive-off loss for last month without looking it up Yes / No 1 pt
  4. Drive-offs of the last 3 months have been sorted by hour of the day Yes / No 1 pt
  5. Drive-offs of the last 3 months have been sorted by pump number Yes / No 1 pt
  6. Drive-offs of the last 3 months have been sorted by the employee who released the pump Yes / No 1 pt
  7. An employee with repeated drive-offs has been coached, with a note in the employee's file Yes / No 1 pt
  8. Plates involved in earlier drive-offs are listed at the register for the cashier to check Yes / No 1 pt
  9. The count of drive-off tenders on shift reports equals the number of drive-off reports for the last 30 days Yes / No 1 pt
  10. Fuel sales voided or suspended after dispensing in the last 7 days were reviewed by the manager Yes / No 1 pt
  11. The district manager initialed the store's drive-off record at the last visit Yes / No 1 pt
  12. A store above the loss level set by company policy has a written action plan or has moved to full prepay Yes / No 1 pt
  13. Drive-offs recorded in the 30 days before the last 30 days Number
  14. Date of the most recent drive-off Date
  15. Name of the manager responsible for drive-off reporting Short text
  16. Trend in drive-off losses over the last 3 months Rating
    • None, or falling 5 pts
    • Stable 3 pts
    • Rising 1 pt
  17. Overall control of fuel drive-offs at this store Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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