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FAQs
Summary
Fuel costs are one of the largest variable expenses to a fleet. Implementing a fuel card programme can keep your fuel spending under control and support measurable cost savings.
A best practice for companies that issue fuel cards for employees is to have a fuel card policy in place, which clearly states your expectations for how the cards should be used. We’ve compiled a few tips for creating a Driver Fuel Card Policy.
Draft the fuel card policy and get employee sign-off
Verify drivers understand the responsibilities and company’s policies regarding fuel card usage:
- Who’s authorised to use the card?
- What types of purchases are allowed? (fuel, gasoil, fuel lubes and oils)
- When / where can the card be used?
- Provide detailed instructions on how to use the card.
Assign the fuel cards correctly
Assign card by vehicle:
- Do your drivers work in different vehicles everyday - or do they primarily stay in one?
- Do you have a high driver turnover rate?
- Assign each driver a PIN per card, creating visibility to which driver fuelled the vehicle.
Assign card by driver:
Does the driver mainly drive the same vehicle?
Setup card controls (applies to certain cards)
Pro-tip: Avoid making the controls too strict, but don't set the limits too high
- Place a volume or spend limit by transaction
- Limit the number of transactions (or volume) per day
- Identify day and time of day limits
- Limit the type of fuel - which can help eliminate the wrong fuel type being used
- Put geographic limits in place
Monitor fuel consumption
Use reports to understand money spent on fuel and by which driver.
- View fuel transaction history by vehicle within your fleet.
- Monitor your fuel expense budget and compare purchases and mpg between vehicles.
- Pinpoint potential fraud where fuel purchases exceeded the vehicle’s tank capacity or other unauthorised use.
