You have to manage (more than) several moving parts before getting your company fleet off the ground. Where the vehicles are parked, finding a trusted mechanic for maintenance, how to log the other assets in each vehicle, which truck models work best for your fleet’s needs, if you need to acquire different vehicles, and more. You also need to make sure your fleet drivers are well taken care of too. Over the years, we noticed that there are companies that do not think of one of the most important pieces of company success and security, the fuel card policy.
Even while a company is starting to grow and add more drivers to the fleet, most companies do not revisit the idea of creating a fuel card policy, or do not see the importance of having one implemented. Having a fuel card is not only a privilege that is entrusted by the company to its fleet drivers. It also comes with great responsibilities to make sure that the company is not victim to fuel theft and fraud. The best way to train your fleet drivers to make secure fuel card transactions happens before they even have a card. Create a fuel card policy to implement during the on-boarding process to be clear on how to use the card correctly.
Creating a fuel card policy establishes several key points for company culture:
- establish boundaries and expectations for your drivers
- sets the reality clear communication is given to and expected from the team members
- that there are rewards when they follow directions
- procedures to follow when the card is lost or stolen
The Effects of Implementation
Clear communication makes it easier for the drivers to abide by the rules and not leave anything up to chance. If the driver is entrusted to keep the fuel card, establish boundaries of what hours it can be used and what can be purchased. If your fleet consists of diesel trucks, make it clear that the drivers can ONLY purchase diesel and DEF.
We want to emphasize that drivers should regularly review the fuel card policy that they agreed to every few months or so to make sure they’re abiding by it. This helps with information retention and sets the tone that the policy is still enforced.
Having a fuel card policy for your drivers is useful to clarify any “gray areas” in usage. Instances where using the fuel card for a driver’s personal vehicle for business is permissible with managerial approval.
An important reason to have a fuel card policy is to establish the consequences with any card misuse or abuse. Any fuel that is bought for personal reasons using the card can be considered theft of company property. It can also ask the drivers to remain vigilant when using the fuel card. Since they are the main user of the card, they should be accountable for all transactions.
Fuel card policies are a great with starting off with clear boundaries and helps to reduce unauthorized fuel purchases. To learn more ways we can help you reduce unauthorized fuel card purchases with our fuel card program, click here!