Fleet managers are always trying to supervise their team and trying to keep things constantly moving. But there are some ways in which they lack, we have listed some of the common mistakes fleet managers make with fuel cards that can be easily avoided with a better plan.
Being too strict with fuel card controls
It is better if the fleet manager let loose when it comes to restricting fuels to the number of transactions. People generally get very frustrated with these acts, which will, in turn, result in people calling the office about faulty pumps. It is better than drivers get one additional pump without having to contact for authority.
Not setting limits
If managers do not want to set the rules too tight, try having limits to prevent employees from misusing their fuel cards. Setting a limit prevents fuel spend beyond the required needs. Fleet managers should review previous invoice to know how much the drivers have to spend in daily, weekly, or monthly basis. This will give an estimate of maximum transaction limits for each period.
Not checking invoices
Fleet managers have to deal with a lot and delay fuel invoices, but it is important to take time to look through their invoices and confirm that everything fits in with the company’s fueling policy. This ensures that there is no unusual activity happening or to make sure that the drivers are not filling up at unusually higher priced sites.
Not capturing both driver and vehicle info
When you are trying to set up a fuel card system, ensure that you have the option of choosing the vehicle and also the driver. They are very effective as you can set up PINs for each driver and track their rotations and also is very effective in case of any theft or abuse.
Not utilizing MPG reports and odometer tracking
After walking your drivers through the process of using their cards, try to place additional emphasis on the need to enter the vehicles odometer reading after each fill. Odometers are often ignored but are one of the best ways to catch any problems occurring easily. If your MPG performance is low, it is an indicator of bad driving habits, and also an indicator of the vehicles maintenance needs like a deflated tire.
Not utilizing their fuel cards alert
Alerts are of the major benefits of having a card programme, but companies are not sure of how to use these fleet fuel management cards to their advantage. They can be used to keep a lookout for fraudulent activities and also helps in looking after employee behavior. Also, if there is a purchase of unauthorized fuel products, the alerts can help notify.