Welcome to the training guide on effectively using fleet fuel cards. This guide aims to provide you with essential information, best practices, and guidelines to ensure the efficient use of fuel cards.
By the end of this training, you will understand how to use fuel cards responsibly, maintain accurate records, and adhere to company policies.
Understanding Fleet Fuel Cards
Fleet fuel cards are specialized credit cards used by companies to manage fuel expenses for their fleet vehicles. These cards offer several benefits, including:
- Convenience: Easy to use at fuel stations.
- Control: Limits can be set on spending and fuel types.
- Tracking: Detailed reports on fuel usage and expenses.
- Security: Reduced risk of unauthorized purchases.
Related: The Role of Fuel Cards in Fleet Management
Issuance and Activation
Receiving your FuelStream card involves being issued a fleet fuel card as an authorized employee, following the provided instructions to activate it, and setting up a personal identification number (PIN) or Driver ID for added security.
Using the Fuel Card
At the Pump:
Remember, when using a fleet card you should always use it at the back or side pumps. Look for signs that say Trucks and RV’s. You do not want to use the fleet card at the front pumps where small vehicles fill up.
- Insert or swipe the fuel card at the pump.
- Enter the vehicle’s odometer reading and your PIN or Driver ID.
- Select the appropriate fuel type and fill up the tank.
- Collect the receipt and verify the details.
Inside the Station:
- Present the fuel card to the cashier.
- Provide the odometer reading and PIN or Driver ID when prompted.
- Verify the transaction details on the receipt.
- Never leave your card behind with the cashier.
Best Practices
- Adhere to Company Policies: Always follow the guidelines set by the company regarding fuel card usage.
- Keep Receipts: While fleet fuel cards like FuelStream provide reporting, it’s always a good idea to retain all fuel purchase receipts as a backup. This makes tax season a breeze.
- Regular Monitoring: Check your fuel card statements regularly to ensure all transactions are accurate.
- Report Issues: Immediately report any lost or stolen cards, unauthorized transactions, or card malfunctions.
Restrictions and Limits
- Diesel Type and Grade: Only use the specified fuel type and grade for your assigned vehicle.
- Purchase Limits: Be aware of any daily, weekly, or monthly spending limits set by the company.
- Authorized Locations: Use the fuel card only at authorized fuel stations.
Handling Unauthorized Transactions
If you notice any unauthorized transactions, take immediate action to report them to the necessary party. The company will then investigate the issue and take necessary actions, including card replacement and fraud prevention measures.
Reporting and Record-Keeping
- Expense Reports: Submit fuel expenses as per the company’s reporting schedule. Ensure all receipts are attached and details are accurate.
- Odometer Readings: Maintain accurate records of odometer readings to help track fuel efficiency and vehicle usage.
Related: Trackin Assets Accounting | MCHQ
Security Measures
- Card Protection: Keep your fuel card in a safe place and do not share your PIN or Driver ID with anyone.
- Monitor Usage: Regularly review your fuel card statements for any discrepancies.
- Lost or Stolen Cards: Report lost or stolen cards immediately to prevent unauthorized use.
Effective use of fleet fuel cards is crucial for managing fuel expenses, maintaining vehicle efficiency, and ensuring security. By following this training guide, you will contribute to the smooth operation of our fleet and help the company control costs. If you have any questions or need further assistance, please contact us over at FuelStream.
