1. Match the bulletin to your purchase
EPRA publishes maximum pump prices by town and petroleum product for a stated validity period. Its July–August 2025 bulletin illustrates the format; it is not a source of current prices. Consult the applicable EPRA release before approving a budget.
Check the effective dates, the town where the vehicle will refuel, and whether the vehicle uses diesel or petrol. Keep the station’s actual price separate from the published ceiling.
Sources: EPRA: July–August 2025 price bulletin (historical example of the format)
2. Forecast litres before shillings
Suggested planning method: planned kilometres × measured litres per 100 km ÷ 100 = expected litres. Use the vehicle’s recent comparable trips, then document any allowance for a changed route or load.
Illustrative example, not a current pump price: 4,000 km at 12 L/100 km requires 480 litres. At an assumed KSh 180 per litre, the fuel budget is KSh 86,400. Card fees and other operating costs belong on separate lines.
3. Explain the variance at month end
For the same 480 litres, a KSh 10 per litre increase adds KSh 4,800. This is a price effect, not evidence that a driver used more fuel.
Our suggested review separates planned and actual distance, litres and price. Assign an owner to update the price assumption and keep the bulletin with the budget.
Actionable Security Controls Checklist:
- Record the applicable town, grade and validity period.
- Compare actual litres with the trip plan.
- Explain price changes separately from consumption changes.
- Approve a revised forecast when operations change.
Sources & further reading
Sources reviewed . Worked examples and suggested workflows are Phuel Card editorial guidance.