How to Assure Secure Fuel Card Transactions

Fuel cards make it simple for drivers to pay at the pump and for fleet managers to monitor purchases. Like any other buying card, they can also be liable to conspiracy and misusage. Fraud could come in the aspect of card skimmers or the usage of a stolen card. Mishandling might encompass a worker using a fuel card to purchase fuel for his or her vehicle, a friend’s vehicle, or buying an unauthorized product at the convenience store.

Even though there are obstacles, following these four measures can enable keep fuel card transactions safe.

1. Establish a Policy

Before motorists even make their first purchase, set a policy for utilizing the card first.

Fuel card policies should include things like:

  • How fuel cards can be used
  • Procedures around purchasing limits
  • Fuel grade limitations
  • The categories of purchases that are and are not allowed
  • Safety guidelines
  • Where cards should be held
  • How to report forgery or mishandling
  • Effects for policy violations.

2. Educate Drivers

In expansion to having the fuel card policy readily available to drivers, it’s also significant to provide training that drives home the processes they should follow as card users. A key tactic  to protect themselves from mishandling and fraud, including the following:

  • Card storage: Drivers should stock the card in a safe location and never leave it out in the open.
  • PIN protection: The PIN should be protected in a distinct place from the card, and it should never be shared with anyone not ratified to use the card.
  • Communication: If a card is misplaced or stolen, it should be reported instantly. The same goes for any sceptical transactions.
  • Awareness: If something seems off about a fuel pump, motorists should avert it and go to a different pump or reimburse inside instead.

3. Establish Controls

No matter how adequately you train drivers and convey your policy, there is still a possibility a card could be misapplied or fraud could occur. Ascertaining parameters for what days and/or times cards can be utilized thresholds card usage to typical business hours, which can stave off fraud as well as off-hour usage of fleet cards for personal use.

4. Use the Tools Provided

Once you set controls, you can then regulate purchase activity and run summaries to assure the program is operating as aspired to. A fuel card provider may have several monitoring methods that can be used to infer and report how well drivers are attaching to their policy and protocols and also entices to areas of performance concern.

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