Fuel Card Management Strategies that Really Work

• 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 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?

Pro-tip: Avoid too strict of controls, 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

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.