Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Facilities Services

Review Cycle:

Annually or as required

Last Review:

March 2021

Related Policies and Additional References:



The purpose of this document is to describe the procedures and responsibilities for maintaining the Underground Storage Tanks.


The University has two underground storage tanks that are located in the Facilities Compound. One is used for diesel fuel and the other is for unleaded gasoline. Each tank has a maximum capacity of 1000 gallons. Fuel is used for licensed motor vehicles (pickup trucks) assigned to the Facilities Services. Fuel is also used for the Marianist vehicle fleet as well as the Van Pool fleet. If authorized, fuel is used for other specific university vehicles where internal billing has been arranged through the Facilities Business Coordinator. Fuel is also used for maintenance vehicles such as golf carts, gators, lawn mowers, tractors, backhoes, forklifts, and generators. The University purchases environmental insurance according to state and federal regulations.


This document applies to the Facilities Grounds/Automotive Division.


Fuel is ordered and controlled by the Grounds Superintendent. Only Facilities personnel are allowed to dispense fuels and all transactions must be logged indicating the type and quantity of fuel and the vehicle to which it is dispensed. The Grounds Department Gasoline Distribution Log is maintained by the Facilities Business Coordinator. A reconciliation of fuel purchase and use is performed monthly and recorded in the Monthly Reconciliation and Fuel Purchase Log.

  • Each month the Facilities Business Coordinator reconciles the fuel amount by combining the amounts of fuel added, the amount of fuel withdrawn (fuel dispensing log), and actual measurements of quantity made by the Grounds staff members.
  • Fuel is to be only dispensed into assigned vehicles.
  • The Grounds Superintendent coordinates the annual testing of both fuel tanks each December. The first test is for tank tightness and integrity; the second test is for verification and certification of the leak detection alarm system. The records of test results are maintained in the Facilities Services Office.
  • The written standard operating procedure for Underground Storage Tanks is included in the Safety Training and Procedures Manual.
  • The University Facilities Services Office maintains the records of Self-inspection as required per regulation of the Texas Commission on Environmental Quality.
  • The fuel tank alarm system (EMC) is monitored each working day.
  • Certification Training as UST Operator is required for all personnel dispensing fuel and is conducted per Tanknology
  • UST Fill Port Access Control
  • UST Fill Ports have truck grade covers and secondary latching mechanism.
  • Only personnel in the Grounds/Automotive Division are trained on the locations and operation of UST Fill Ports.
  • UST Fill Ports are located in the Facilities Compound, which is restricted to authorized personnel only.
  • The Facilities Compound is locked from 4 p.m. – 7 a.m., seven days a week, and includes security lighting from dusk to dawn.


All Grounds/Automotive Division personnel responsible for fueling of University vehicles shall be certified as a UST Class C Operator and trained on this SOP annually.

Record Keeping

Records of fuel dispensing and usage will be maintained by the Grounds Division. Records of training will be maintained by the Facilities Services Office. All records will be maintained per Facilities Record Retention Policy.

Back to top