FuelFACT Doc

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Reconciliation Best Practice

ItemBest Practice
Using a dipstick to take readings Ensure your dipstick measurements start at the bottom from zero. Each division on the dipstick represents a volume of fuel with divisions at the middle of the tank smaller than those at the bottom or top; ensure you are aware of the scale.

Non-24 hour site -Take accurate readings and record them immediately when upon closing the site.

24 hour site - Close half your site (for example at 10pm), take accurate readings and record them, then do the other half.

Slowly and gently lower the dipstick until it touches the protective plate then quickly raise the dipstick and read the fuel level in litres.
Dipstick proper use and care. Check there are no signs of wear on the dipstick.

Tanks using dipsticks must have a protective plate above the base of the tank to prevent damage to the tank from the dipstick.

Each dipstick is specific to the dimensions of an individual tank; check you have the correct one.

Ensure the dipstick sits in the middle of the tank.

Dipstick readings can be affected by Vapour Recovery Systems
Recording Wetstock Reconciliation Ensure you use the ticketed delivery amounts in your data. Using a spread sheet to record data will make it easier to keep track of data and allow you to produce charts easily.
Acting on Variances Variances can be gains as well as losses. Check all unusual variances to understand why they have occurred and ensure any further investigations are carried out.
Using Cumulative Variances As well as daily variances, calculating Cumulative Percentage Variances will give a better indication of your tanks overall variance trend over time. You can use this to identify a deviation from your tanks normal variance trend.
Vapour Recovery with dipsticks or hydrostatic gauges. Installing a Pressure Relief Valve (Dump Valve) on dipstick or unmodified hydrostatic systems will help to take more accurate readings.
Checking delivery amounts Always use the ticked delivery amount. As a check, take note of the temperature and take fuel stock level readings before and after the delivery allowing 5 minutes to settle. Ensure deliveries are dropped into the correct tanks.
Selling the correct amount of fuel? Get meters checked annually and, if required, get them reset to strike (zero) to ensure you are not giving fuel away, and also to ensure you are not working outside legal tolerances.
Deviations from normal tank trend? Ensure you investigate the reason for the change and carry out action to solve the issue. Ensure you and your staff have an escalation procedure in place to deal with deviations.
How do I take water measures and how often? Take regular weekly (or ideally daily) water measures for each tank. Use water finding paste, this will change colour to identify water if any exists in your tank.
Dealing with Health and Safety Risks If you suspect a leak, it is vital to tell the Local Authority Fire Brigade and Environmental Section as quickly as possible for advice in order to minimise health and safety risks and to protect the environment.
SIR (Statistical Inventory Reconciliation) Use SIR for advanced Leak Detection to detect earlier and smaller leaks preventing significant safety / pollution incidents.