How to Prevent Common Fleet Fuel Card Problems
With the advantages fleet fuel cards provide — including greater control over fuel expenses, management, purchasing, access to fuel discounts and rebates at participating fuel stations, and improved operational insights — it’s no surprise that fleets are increasingly turning to fuel cards as a fleet and fuel management tool.
But there’s a catch — turning fuel cards into a strategic advantage rather than a liability requires:
- Choosing a program that’s the best fit for your fleet’s needs (answer these questions to determine the right card for your company).
- Understanding common fuel card problems and how to prevent them.
Unlocking the Full Value of Fleet Fuel Cards
For starters, don’t dive headfirst into a fuel card program. To get the greatest ROI, work with a reputable provider to determine the best fit for your fleet.
Fuel card programs can include fees and pricing structures that reduce — or even eliminate — expected savings. Avoid surprises by:
- Understanding your pricing model.
- Reviewing all fees — monthly, per transaction, and per card.
- Partnering with a provider that offers transparent, flexible pricing.
- Regularly auditing invoices against expected rates.
Prepare your workforce for the program launch, address questions and concerns along the way, and be ready to adjust as needed.
With a solid program in place, you’re already ahead of the game. But to stay ahead, you also need a clear understanding of the two common problems that can occur with fuel cards — and how to prevent them.
Let’s take a closer look at that.
Fuel Card Fraud
Preventing fuel card fraud before it happens is the most effective strategy. It starts with a clear, well-communicated plan. Drivers should understand the risks, expectations, and differences between misuse, slippage, and outright fraud.
For example:
- Misuse: Fueling a personal vehicle or that of a family member or friend.
- Slippage: Purchasing non-fuel items — snacks, drinks, etc. — but coding them as a fuel purchase.
- Fraud: Third-party theft, such as stolen or skimmed card data.
When setting up a fuel card program, providers offer controls designed to reduce misuse, slippage, and fraud. These may include restrictions on purchase type, transaction limits, dollar limits, frequency, and time of day. But bear in mind that no system is completely foolproof, and controls must be paired with proactive practices to be truly effective.
Fuel card fraud prevention tactics include:
- Require drivers to enter a PIN along with additional verification data (e.g., unit number) before fueling.
- Encourage fueling at well-lit stations and have drivers check pumps for signs of tampering.
- Monitor transactions regularly, looking for unusual activity, such as odd locations, large dollar amounts, or irregular fueling frequency.
- Train drivers to recognize skimming devices. If a pump looks different from others, avoid it and notify the attendant; pumps closest to the store are typically the safest.
- Reinforce that misuse of a fuel card is illegal and may result in disciplinary action, including termination.
Fuel Card Declined
When a fuel card is declined at the pump, it can frustrate drivers and fleet managers — plus they slow operations by creating unnecessary downtime and delays for customers. The good news: if cards are declined, the fix is usually simple and quick.
The most common reasons fuel cards are declined include:
- Incorrect PIN entered.
- Driver attempting to fuel outside of card limits.
- Card not accepted at the fueling location.
Quick fixes:
- Incorrect PIN: Keep a secure, easily accessible record — preferably on a mobile device — of driver PINs so issues can be resolved immediately.
- Fueling Outside of Limits: Maintain a mobile-friendly list of card controls and restrictions; if needed, adjust limits in real time through your customer portal or by contacting customer support.
- Not Accepted at Location: If your drivers have universal cards, this rarely occurs. But if it does, drivers can use your provider’s mobile app to quickly locate the nearest accepting location.
With the right provider — and the right mix of controls, monitoring, and driver awareness — your fleet fuel card program isn’t a risk; it’s an opportunity to unlock the full value fuel cards offer. Build a solid program, adjust as issues arise or needs change, and you’ll turn fuel spend into a real strategic advantage.