Get the Whole Picture of Your Fleet with Fleet Cards and Telematics with GPS

Fleet management has evolved dramatically over the years. What used to require manual tracking and paperwork can now be managed with fleet cards. Also known as fuel cards or fleet fuel cards, these fuel payment options streamline operations and enhance fleet efficiency with real-time data, purchase controls and security. By automating fuel expense tracking with fleet cards, you can save time and money while gaining insight into fleet operations. However, when used with a fleet card, another tool can complete the picture — enter telematics with GPS.

“Every facet of driver-specific and vehicle-specific data is available when you combine fleet cards and telematics.”

Every facet of driver-specific and vehicle-specific data is available when you combine fleet cards and telematics with GPS, from purchase trends to vehicle diagnostics to driver behavior.

Let’s look at these two fleet management solutions and explore the benefits of using them together.

Understanding Fleet Cards

Fleet cards are a payment solution designed for consolidating fleet-related expenses such as fuel, parts, service and maintenance. While they function similarly to credit cards, they include features like real-time data, spending controls, detailed reporting and exception alerts to keep fleet managers informed and in control of company spending. Many fleet cards also include rebates and access to discounts on fleet-related expenses like tires, parts, service and maintenance.

Benefits of Using Fleet Cards

Real-time Data

Fleet cards track every transaction as it happens. This gives fleet managers access to real-time data like:

• Date/time of purchase
• Purchase amount
• Fuel amount
• Fuel type
• Fuel grade
• Station location

With real-time insight into fleet spending, you can make informed budgetary and management decisions. All the information necessary for tracking fuel spend is automated, so fuel expense reports or collecting receipts is no longer needed.

Purchase Controls

Fleet cards include purchase controls. Using these controls, fleet managers or business owners can customize spending parameters. Standard purchase controls include:

• Daily or weekly spending limits.
• Maximum amount per transaction.
• Maximum fuel volume.
• Specific fuel type or grade.
• Days of permitted use.
• Geographical limits.

These spending controls are a great way to help drivers adhere to fuel spending policies.

Detailed Reporting

Detailed reports and data analytics are helpful for making budgetary and managerial decisions. However, it takes time to gather the information, double-check the data and create reports for viewing as well as distribution.

With fleet cards, there is no gathering information or double-checking data — with real-time data, all of that work is completed automatically. Detailed reports can be created with the click of a button.

Security Features

Most fleet cards include advanced security features, such as unique driver IDs and real-time alerts. With a DID, no one can use a card unless they know the Driver ID Number, and the previously mentioned purchase controls help curb misuse. With real-time alerts, fleet managers can be notified of suspicious activity as soon as it happens.

Understanding Telematics

Telematics systems use GPS technology and onboard diagnostics to monitor and report various aspects of vehicle usage and performance. This means fleet managers can use telematics to gather vehicle-specific and driver-specific data.

The benefits of using telematics are vast, but we have summed them up in two categories — vehicle tracking and driver safety/behavior.

Real-time Vehicle Tracking

In fleet management, telematics systems gather and send data about a vehicle’s location, speed, mileage, engine health and more. This data is accessible through an interface where fleet managers can monitor fleet vehicle operations in real-time.

Vehicle Diagnostics

With the on-board diagnostic (OBD) component of telematics, fleet managers can monitor vehicle health from anywhere there is access to the internet. This can make keeping tabs on engine performance and maintenance needs easier.

Driver Safety and Behavior

Telematics does a lot more than monitor vehicles. It can help monitor drivers. Between the onboard diagnostics and GPS technology, fleet managers can track acceleration, braking, aggressive lane changes and idling. This data is immediately available to fleet managers, helping them highlight risky driving behaviors and target specific driver training needs.

“Combining the data and control capabilities of fleet cards with the real-time GPS tracking and reporting features of telematics creates a powerful tool for comprehensive fleet management.”

A Complete View of Your Fleet

Combining the data and control capabilities of fleet cards with the real-time GPS tracking and reporting features of telematics creates a powerful tool for comprehensive fleet management.

Correlating Driver Behavior with Fuel Consumption

Using fleet cards with telematics means you can combine relevant information. If you choose the right fleet card and telematics system, you can integrate the data so you have one source of truth for all fleet insights.

Together, telematics and fleet card data can identify the increase in fuel consumption caused by aggressive driving. This is especially helpful when a fleet manager is addressing the impacts of aggressive driving because it quantifies the effects.

Enhanced Security

Fleet cards and telematics both offer elements of security. However, when you combine the two, your assets are safer. For example, GPS data can be used to match the location of a questionable fuel purchase and vehicle tracking can confirm if a vehicle is being misused.

Improved Reporting and Analytics

Telematics and fleet card data can be combined to analyze fleet efficiency. Whether you identify significant cost-saving opportunities or reduce idling times, you’re adding to your bottom line.

Manage Maintenance

When telematics is paired with fleet cards, you can gain insights into how fuel quality impacts engine health. You also are warned of shifts in performance. Using these two sources of information, fleet managers can identify potential maintenance issues before they become major problems. Addressing maintenance needs can minimize downtime and prevent costly repairs.

Increased Visibility Means Better Fleet Management

Fleet cards simplify fuel management with automated expense tracking and purchase controls. Telematics provides real-time insight into vehicle operations and driver behavior. Together, they help fleet managers make informed decisions, enhance efficiency and run a more successful fleet.

Fleet management is crucial for businesses that use vehicles. Focusing on efficient ways to manage vehicles directly affects a company’s bottom line. Ultimately, a well-managed fleet can help increase cash flow. By implementing best practices in fleet management, fleet managers can reduce operational costs, enhance productivity and improve safety.

Let’s look at some of those best practices, how they impact a business and a fleet card’s role in the fleet management process.

A well-managed fleet can help increase cash flow.

Fleet Card Analytics

Data should be at the heart of fleet management. Using a fleet card is one of the best ways to get the information you need to make informed decisions.

Data Collection

A fleet card, also known as a business gas card, captures every transaction in real-time, and all information is logged in your fleet card dashboard. This means you can access valuable data points whenever you want to view them. Common metrics include:

• Date and time of the transaction
• Location (address and brand of fuel station)
• Volume of fuel purchased
• Type of fuel purchased (gas vs. diesel)
• Grade of fuel purchased (regular vs. premium)
• Itemized list of other items purchased
• Odometer reading

This information can be used to gain insights into vehicle performance and driver habits.

Informed Decision-Making

By analyzing fuel consumption, station location, number of fill-ups, mileage, etc., a fleet manager can see how vehicle health and driver behavior impact fuel usage. Making strategic decisions about vehicle replacements and training needs can drastically reduce how much fuel a fleet consumes.

Regular Vehicle Inspections

Regular vehicle inspections are foundational to fleet management. Ensuring every vehicle is in optimal condition before it hits the road can prevent breakdowns and reduce maintenance costs. Vehicle inspections can increase the longevity of your fleet.

Use an inspection checklist that includes checking the following:

• Tire pressure
• Oil level
• Brake fluid
• Coolant
• Transmission fluid
• Headlights
• Brake lights
• Air filters

In addition to frequently checking the above, it’s essential to regularly inspect each vehicle’s:

• Engine
• Transmission
• Brakes
• Suspension

These do not need to be checked with every single use, but it’s important to check them routinely. You may choose to do this monthly or based on mileage. Regardless of how you measure when an inspection should occur, a fleet card is a great tool to guide you. By regularly monitoring fleet card data, you always know how many miles a vehicle has been driven and how many days/hours it’s been in the field.

Use set parameters to conduct vehicle inspections to ensure a vehicle never goes unchecked. Doing so optimizes gas mileage, adds life to vehicles and helps keep your drivers safe.

Maintenance Approaches

There are two approaches to maintenance — reactive and preventative. Reactive maintenance means waiting until there is a significant issue and then addressing the problem. The challenge with this method is that vehicle repairs are often costly, causing longer vehicle downtime. Best practice suggests taking a proactive approach.

Manage Maintenance

Preventive maintenance is a proactive approach to fleet management. This involves the previously mentioned inspections and servicing vehicles before significant issues arise. By adhering to a preventative maintenance program, fleet managers can avoid costly breakdowns and keep vehicles running at peak efficiency.

Your preventive maintenance schedule should include:

Regular Servicing

Create a maintenance schedule based on the manufacturer’s recommendations and vehicle usage. Regularly service engines and transmissions and change filters, fluids and worn-out parts to help prevent a decline in performance.

Employee Training

Train drivers to identify and report potential problems during their daily vehicle inspections. Driver involvement can foster a sense of responsibility and ownership.

Most routine maintenance is suggested based on mileage, while other vehicle services may be based on time of ownership. Keeping track of maintenance schedules can be challenging. With a fleet card, you can set alerts for service needs based on mileage or specific dates.

Prioritize Driver Training and Safety

Driver behaviors can significantly influence fleet efficiency and safety. Prioritizing driver training and safety can positively impact your fleet’s performance. Here are a few practices many fleet managers use:

Ongoing Driver Training

Educate new and experienced drivers on expected driving practices such as adhering to the speed limit, defensive driving, avoiding aggressive braking and minimizing idling. All of these habits can improve fuel economy.

Incentive Programs

Create incentive programs rewarding safe driving practices and fuel-efficient behavior. Doing so fosters a sense of responsibility among your drivers and creates friendly competition.

Driver Feedback

Providing drivers with feedback on their driving habits is a great way to reinforce positive behaviors while shedding light on problematic ones.

Use Driver-Specific Fleet Card Data

All of the above practices can be enhanced using driver-specific fleet card data. Fuel usage can be tracked by driver or route. If using GPS or telematics, you can get even more granular with average speed, excessive speeds and idle times.

Have a Clear Fuel Policy

A large part of running an efficient fleet is having a clear fuel policy. Make sure the policy is effectively communicated to all drivers. Your fuel policy should include expectations regarding:

• Vehicle usage
• Fueling expectations (brand, type, grade)
• Spending limits
• Maintenance schedules and expectations
• Driver behavior expectations

A large part of running an efficient fleet is having a clear fuel policy.

Use Mobile Apps

Mobile apps are valuable tools for fleet management. Some are geared toward drivers with maps of nearby fueling stations and service centers. Others are designed for management with features that help manage payments and invoices. With these apps, fleet managers can set spending controls, view reports and manage cards right from their mobile devices.

Cost-effective and Efficient Fleet Management

Optimizing a fleet for maximum efficiency isn’t a one-time action. Using best practices, fleet managers can help operations remain cost-effective and efficient.

Fleet management is necessary for any company using multiple vehicles. A fleet manager must keep track of fuel expenses, monitor driver behavior and ensure vehicles are maintained. They need to do it all while looking for ways to identify cost savings and also improve productivity and efficiency.

Fortunately, there is a powerful business solution that helps simplify and streamline fleet management. Fleet cards can help businesses improve their fleet management practices. These cards help manage fuel expenses, offer valuable data and assist companies in improving overall operational efficiency.

The Benefits of Fleet Cards

Fleet cards, also known as fuel cards or business fuel cards, are usually viewed as a fuel payment option that consolidates spending. Many fleet card providers offer fuel rebates or fuel discounts. However, fleet cards are also an effective fleet management tool.

Here are nine ways fleet cards can help improve the management of your fleet.

1. Streamlined Fuel Purchases

One of the primary advantages of fleet cards is their ability to simplify fuel purchases. Cardholders can use these cards to pay for fuel and related expenses such as parts and services. By streamlining fuel payment, fleet cards reduce administrative burdens and provide a centralized system for fuel management.

By streamlining fuel payment, fleet cards reduce administrative burdens and provide a centralized system for fuel management.

2. Real-time Data

Many fleet managers use fleet cards because of the data they provide. The details of every transaction are logged in a fleet card dashboard as purchases occur. This means you have access to real-time data, including:

• Date and time: timestamp of when the transaction occurred
• Location: physical location or address where the transaction took place
• Amount: total cost of the purchase or service
• Fuel type: gasoline vs. diesel or regular vs. premium
• Vehicle ID: number associated with the fleet card (license plate or VIN)
• Driver information: details of who made the purchase
• Merchant information: details about the business or service provider
• Transaction ID: unique identifier for the specific transaction
• Odometer reading: some fleet cards require users to input vehicle mileage
• Product details: info regarding non-fuel purchases (car wash, oil change, etc.)

This data can be beneficial in understanding fuel spend and implementing cost control measures.

3. Purchase Controls

In addition to real-time data, fleet cards also come with purchase controls. A fleet or business manager can set parameters on any card to help drivers adhere to fuel spending policies. These controls include:

• Transaction limits: set daily, weekly, or monthly spending limits
• Product restrictions: limit specific products or services
• Time/day limits: restrict use to specific hours or certain days of the week
• Amount limit: restrict dollar or volume amount

These purchase controls can be effective cost-reduction tools.

4. Automated Fuel Expense Tracking

Fleet cards simplify expense management by automating the fuel expense tracking process. Since all transaction details are recorded in real-time, drivers may no longer need to collect receipts or complete expense reports. Automating this process helps to save the time and effort of processing receipts, reconciling expenses and recording expense data.

5. Analytics and Reporting

With a fleet card, fleet managers can generate comprehensive reports, providing insights into fuel consumption, driver behavior and overall fleet performance. Using these reports, fleet managers can identify areas for improvement, such as excessive fuel consumption, irregular fueling patterns, or unauthorized fuel purchases.

6. Maintenance and Repairs

Every vehicle has suggested parameters for oil changes, tune-ups, tire rotations and other service needs. Using vehicle usage reports, fleet managers can stay on top of routine maintenance schedules because they always know the mileage and hours of usage for any given vehicle. Proactive maintenance helps ensure vehicle health, reducing costly repairs and downtime.

Many business fleet cards also provide access to discounts on parts and services, helping control maintenance costs.

7. Driver Monitoring

Using the previously mentioned reports and utilizing purchase parameters, fleet managers can gain insight into driver spending habits. Should there be problematic behaviors, purchase limits can be adjusted. Additionally, fleet cards track the location and time of fuel purchases. This allows managers to monitor driver activities, helping to ensure vehicles are used responsibly.

A fleet manager can also evaluate fuel consumption patterns and mileage. Should a driver use more fuel than others on the same route, a manager can address potentially harmful driving habits such as speeding, poor route usage or excessive idling.

8. Integration with Accounting Software

Fleet cards integrate with most accounting software. This provides real-time visibility into fuel consumption, expenses, vehicle location and driver behavior, enabling fleet managers to make data-driven decisions and improve fleet performance. Since the information for every transaction is recorded from the point of sale, there is less risk of human error.

9. Enhanced Security

Fleet cards have an extra layer of security that cash or credit cards don’t have. Equipped with driver ID numbers (DIDs) for each driver, fleet cards help to reduce the risk of unauthorized use. Combined with real-time data collection, suspicious activity can be quickly detected and addressed.

Fleet cards have an extra layer of security that cash or credit cards dont have. In the case of lost or stolen cards, managers can quickly deactivate or suspend cards to prevent unauthorized usage. Fleet cards also eliminate the need for drivers to carry cash, reducing the chances of theft or fraudulent activities.

Improved Efficiency and Cost Savings

By leveraging the various features of fleet cards, businesses can improve the efficiency of their fleet management operations, leading to the opportunity for cost savings. A streamlined fueling process, accurate expense tracking and integration with fleet management systems contribute to reduced administrative workload and optimized fuel consumption.

Running a successful business demands efficiency. Companies that rely on vehicles are no exception. While the cost of fuel is in constant flux and often feels unpredictable, there are things fleet managers can do to be more efficient. Many of these tactics for effective fleet management are driven by a common goal — eliminating unnecessary fuel consumption.

There are many ways to go about decreasing fuel waste and we are going to look at five specific strategies:

• Tracking and controlling fuel usage
• Optimizing routes
• Simplifying maintenance scheduling
• Training better drivers
• Protection against fraud and misuse

With real-time data, fleet fuel cards may give you everything you need to control your fuel spend.

While each of these approaches to reducing fuel waste differs, all are directly impacted by fleet cards. With real-time data, fleet fuel cards may give you everything you need to control your fuel spend.

The Power of Fleet Cards

Fleet cards have effective fleet management. Originally designed as a payment method for fuel and maintenance costs, they have become the go-to for advanced data collection. A fuel card gives business owners insight into their vehicle’s performance and fuel consumption.

A fleet card tracks the details of every transaction. With this information, fleet managers can identify patterns, anomalies and areas for improvement.

It all begins with tracking fuel usage.

Tracking and Controlling Fuel Usage

To decrease unnecessary fuel usage, fleet managers need to know how much is being used. Simply looking at overall volume doesn’t do any good. You need to know how much fuel is being used by each driver, vehicle and route. Fortunately, every bit of necessary data may be provided by a fleet card — all in real time.

Every time a driver uses a fleet card, the transaction details are automatically logged in your fleet card dashboard. This makes monitoring different data points and viewing trends over time simple. Track purchase details such as:

• Transaction date and time
• Location
• Fuel station brand
• Dollar amount
• Volume of purchase
• Odometer readings

By analyzing this data, you can identify high-volume fuel users. When a driver or vehicle uses more fuel than others for similar routes or usage windows, there may be an opportunity for improvement.

Every fleet card has purchase controls to help control spending. Fleet managers can set limits like:

• Day and Time: Limit purchases to particular times of day or days of the week.
• Dollar or Volume Amount: Set transaction maximums.

Transaction data and purchase controls give you what you need to reduce unnecessary fuel usage at the pump. But that data can be used for much more — beginning with better routing.

Optimizing Routes with Data

With optimal routing, you can reduce fuel costs and extend the life of your vehicles.

Predictive and Scheduled Maintenance

Another area where fuel card data can help with fleet fuel economy is predictive maintenance. When vehicles consume more fuel than usual, an underlying maintenance problem may be indicated. By analyzing fuel consumption trends, unusual increases may be observed. Fleet managers can then schedule maintenance before a problem becomes worse.

Regular vehicle maintenance is also vital for achieving optimal fuel efficiency. Fleet card data can aid in tracking maintenance intervals, ensuring vehicles are serviced regularly.

Driver Training Programs

Fleet card data is ideal for driver training. Tracking fuel usage by drivers can help promote fuel-efficient driving habits. The same information can also identify drivers who use more fuel, suggesting a need for training or retraining.

Tracking fuel usage by drivers can help promote fuel-efficient driving habits.

Fuel usage is a great foundational metric for monitoring drivers. Fleet managers can drill down further into specific behaviors with the addition of GPS app options. Combining a fleet card with GPS lets you track things like acceleration, speed, braking and idle times. Correlating transaction details with GPS data points can help identify inefficient drivers. With this insight, you can implement targeted driver training programs to promote fuel-efficient driving habits.

Security

Fraud and misuse have been long-standing problems with every payment method. With fleet cards, you may have more peace of mind. Every card is equipped with an extra layer of security. When you assign a fleet card to a driver, the driver is given a Personal Driver ID Number (DID). This DID is unique to the person and card. This means only that driver can use the card.

With this extra layer of security, cards can’t be used by others, which helps to limit fuel theft. When you combine card controls with a DID, misuse is easier to control.

By addressing fraud and misuse, fleet managers can help reduce unapproved fuel purchases.

Run a Fuel-Efficient Fleet

Monitoring fuel transactions, planning consistent maintenance, implementing driver training and card security all lead to reduced fuel usage. Fleet cards provide the data and tools to help make it all possible. There are many ways to make a fleet more efficient — fleet cards are the perfect place to start.

Fleet management has never been more complicated as companies implement new Environmental, Social and Governance (ESG) standards. Fleet managers are challenged with transitioning equipment, finding sources of alternative fuel products and adjusting maintenance practices. Chevron believes affordable, reliable and lower carbon energy is at the core of the energy transition and recognizes each company’s path is unique to where they are today and where they aspire to be in the future.

The path to net zero is not straight forward. Renewable fuels are an important product that can help reduce the carbon intensity of transportation fuels while meeting the world’s growing energy needs. As regulations vary widely by geographic region, Chevron can help tailor the product mix to fit your evolving business needs, offering lower carbon drop in fuels now while products, technology and infrastructure continue to evolve.

Supporting Your Fleet Transition

Chevron Business Development Specialists work to understand the nuances of fleet businesses and navigate your transition to lower carbon. Our expert team is ready to support your team through this transition by providing:

• Analysis of current carbon impact
• Identification of governmental incentive programs
• Fuel selection and supply
• Maintenance fluid selection
• Fleet monitoring
• Training programs

Our team will collaborate to learn your business, define goals and implement the solutions that fit your objectives. Through understanding your business, we can work together and achieve a brighter future.

Leading The Way

As an energy leader, Chevron is making significant investments to steward the energy transitions for our customers as well our own operations. We are committed to providing a holistic offering of products and services to simplify your fleet’s needs.

Commercial Fueling Products

• Conventional gasoline and diesel
• Renewable diesel
• Biodiesel blends
• Renewable/compressed natural gas
• Hydrogen

Maintenance Products

• Engine oils
• Driveline fluids
• Greases
• Coolants
• ISOCLEAN® Certified Lubricants

Fleet Services

• Commercial fueling program
• Payment solutions
• Inventory management
• LubeWatch® fluid monitoring
• Best-in-class site assessment
• Preferred vendor program

Business gas cards are a great way to save on fuel expenses. Especially for businesses that depend on vehicles. Most deliveries by car, truck, or van will require gas or diesel fuel. Though numerous fleet cards provide discounts for fuel, it’s important to note that such savings represent a portion of the overall benefits that make fleet cards a popular choice for a variety of businesses.

In addition to fuel rebates, fuel cards offer savings by eliminating wasteful spending through real-time transaction data and automated expense tracking.

Ultimately, a fleet card is a great business tool that helps you save on fuel while decreasing accounting hours. Let’s explore how a fleet fuel card can help you reduce one of your largest expenses and run a better business.

Two of the most powerful features that lead to significant savings are purchase controls and real-time data.

Business fuel card savings

So many names — fleet cards, fuel cards, fleet fuel cards, business cards, business fuel cards. Whatever you call them, they have a connotation around a specific type of savings — fuel rebates. While this is true of most business fuel cards, rebates are only part of the savings picture.

The opportunity goes far beyond the pump. Two of the most powerful features that lead to significant savings are purchase controls and real-time data. These help you keep tabs on company vehicles and meet your business needs.

Card controls

Any fleet card worth using comes with some powerful purchase controls. These features let fleet managers or small business owners set various transaction limits to control spending. Some of the more common include:

• Purchase amount
• Fueling amount
• Time of day
• Day of week
• Number of transactions
• Limits by driver or vehicle

Using these controls, you can easily reduce unnecessary spending simply through driver accountability.

These same card controls also help protect your business from misuse and fraud. Especially when you consider the security features of a fleet card. Drivers are assigned a specific Driver ID Number (PIN) that must be entered. Without this number, no one else can use the card. And should a card ever be stolen, it’s quick and easy to cancel one card and assign another.

Real-time data drives real savings

In addition to robust purchase controls, all your transaction data is gathered in real-time. This means you have access to the details of every purchase as they happen. You know how much your employees spend, what they are spending that money on, and where and when the purchases happen.

Transaction data typically includes:

• Card number
• Transaction amount
• Fuel volume
• Product type
• Product grade
• Date
• Time
• Place

The data is recorded in your fleet card dashboard, so you have easy access from your phone or computer, as long as there is an internet connection. And if you’re looking for insights to help you better manage your assets or improve budgeting and forecasting — reports are easy to run and fully customizable.

Fleet managers can run/create:

• Reports by employee, vehicle, or fleet
• Fuel expense reports
• Exception reports
• IFTA quarterly tax reports
• Mileage or fuel economy reports
• Site reports
• Route reports

Use the data collected to create a schedule for staying on top of manufacturer-suggested maintenance and better data analytics.

Additional savings opportunities

Some business fuel cards provide additional saving benefits beyond rebates. While these discounts may not directly impact fuel spend, they are a great way to save on things like auto parts, tires, maintenance, hotels, and more.

Look for these types of benefits when choosing a fleet fuel card to maximize your savings.

Automated expense reporting

Expense reports are a necessary part of doing business. But they can feel like busy work. However, if you have the right business fuel card, creating expense reports becomes unnecessary.

When you use a business fuel card to its full potential, you have all your purchase information in one spot. With automated reporting, you can run a purchase report for any given period with the details you want and none that you don’t.

This equates to significant time and monetary savings. A recent Global Business Travel Association report found that it takes 20 minutes on average to complete an expense report. If there are errors, the time required jumps to 38 minutes. Based on the average pay for accounting work, this equates to $58 per expense report and $110 for those with errors.

The added benefits of automated expense reporting

Fewer hours spent on accounting and more time for your drivers are reasons enough to use a fleet card. However, the benefits extend beyond saving dollars and hours through simplified expense reporting.

Use your data to make informed accounting decisions

All your transaction data is collected in your fleet card dashboard in real-time. This same information can be directly imported into most accounting and bookkeeping software. Insights into how fuel prices, business volume, and maintenance costs impact your bottom line are at your fingertips and recorded without the risk of human error. Every budget or financial forecast is more reliable with accurate data.

A business gas card is so much more than a means to pay for fuel. When you put these powerful business tools to work – you save money beyond the pump, reduce accounting hours, and have the knowledge necessary to make better business decisions.

To learn how a Chevron and Texaco Business Card can benefit your business, contact us today! 1.800.531.3698

Learn more about business cards designed to make fueling easy for your business.

What is a Business Card?

A business card (sometimes called a fleet card for business) is a specific type of charge card designed for businesses that use vehicles and drivers on a regular basis.

Whether your business has one vehicle or more than 1,000, a business card allows you to control purchases before they happen, and to see a lot of detail after your drivers make purchases. Fueling up and tracking your vehicle activity just became simple.

Why Not Use a Regular Credit Card?

Most credit cards only tell you where purchases were made – not what was purchased, who made the purchase or for which vehicle. If a purchase on a credit card statement says it came from a fuel station, you have no way of knowing if your employee bought only fuel, or if they also purchased wiper fluid, food, coffee, cigarettes, etc.

This forces you to rely on paper receipts, and means you must manually separate purchases and determine who bought what for each vehicle. This process is tedious and takes valuable time. It also opens up your business to potential errors and inconsistencies, and the risk of fraud.

In the end, credit cards were designed for consumers, not businesses. Rarely can they give you a level of data that actually helps your business succeed. This is what a business card is designed to do.

Protect Your Fuel Budget With Automatic Controls

Business cards allow you to take control of your fuel budget in several ways.

You can allow purchases by specific product type with a business card. This means your drivers can buy basic maintenance supplies, like washer fluid or oil at a fuel station, but not candy or cigarettes. These controls are flexible and up to you. Using them can reduce what some businesses call “slippage,” or non-business expenses.

Have you ever been surprised by your fuel expenses at the end of the month? You can eliminate unexpected expenses when you set automatic controls on your purchases. Set daily or weekly dollar amount limits, gallon limits, or use timeframe controls to limit purchases to certain days of the week or times of day.

This type of budgeting control isn’t possible with a regular credit card. Some credit cards, not all, can control purchases in broad strokes (by not allowing drivers to shop at a liquor store, for instance), but they can’t separate types of purchases at a fuel station, or allow you to set automatic controls.

Product type controls include:

• Fuel Type
• Fuel (always on)
• Parts & Service
• Quick Lube Oil & Fluids
• Roadside Assistance
• General Merchandise

A Clear View Of Vehicle Activity And Expenses

A business card also lets you see who is buying what in detail. Every time a driver makes a purchase, he/she must enter their driver ID number and a current odometer reading. This information is visible on your card statement for each purchase, allowing you to track cost per mile and cost per gallon figures for each vehicle and driver.

The result? A clear picture of your vehicle activity and expenses, giving you the power to create a more efficient and successful business.

Bottom Line: Save Time And Money

Business cards create efficiency by preventing unauthorized spending, eliminating paper receipts, reducing administrative time and tracking cost per mile and cost per gallon data for your vehicles.

Who Should Use a Business Card?

Business cards are for any business that wants to take control of their fuel and vehicle costs, no matter the size of your business or miles driven. The level of purchase information a business card provides is invaluable in today’s competitive, fast-paced business environment.

You’ve got better things to do than managing fuel expenses. When you sign up for a Chevron and Texaco Business Card, you get a total fuel expense management program that’s easy to track and control, so you can focus on running your business.

With increased efficiencies, Chevron and Texaco Business Card customers can save on their fuel management costs each year. Savings that can make a big difference to your business.

The WEX Fraud Department offers the following security guidelines for drivers and fleet managers.

Employees

Keep your Driver ID number secure

• Memorize your Driver ID number number.
• Don’t keep your Driver ID number number with your card, or write it on your card.
• Don’t give your Driver ID number to a station attendant – enter it yourself.
• Shield the entry of your Driver ID number from any nearby attendants, customers, or passengers.
• Don’t enter your Driver ID number as the odometer reading.

Contact your supervisor immediately if:

• Your card is lost or stolen.
• Your Driver ID number is compromised.
• You suspect that fraud or misuse has occurred.

Fleet Managers

Register your online account

• If you haven’t done so, register your online account. Call the customer service number on the back of your card for assistance.
• After establishing your online account, you can further reduce the possibility of unauthorized card use by setting spending limits. To learn more about these benefits, contact customer service.

Use secure Driver ID numbers

• Make sure all employees have a unique Driver ID number. Don’t allow employees to share.
• Avoid easily-guessed Driver ID numbers (e.g., 123456 or 999999).

Verify employee transactions

• Thoroughly review your transaction reporting and perform audit checks against monthly statements.

Establish procedural controls and safeguards

• Perform random and frequent checks to confirm that cards are kept with their assigned vehicles or are in the possession of authorized users.
• Regularly review card and Driver ID number status, and suspend or terminate any no longer in use.
• Provide periodic fraud awareness sessions to your employees.
• Create and share a company policy regarding the misuse of fuel cards by your authorized users, including any legal action that can result.

If an employee is dismissed

• Cancel their Driver ID number immediately.
• Retrieve their card, or cancel any card that may be in their possession.
• Verify that all other cards are in their appropriate location.

What Should Employees Look Our For When Fueling?

• Look for a pump that’s well-lit and highly visible to the attendant. Pumps with low visibility are prime targets for skimmers to be installed.
• Check the security label installed on the pump. If it’s missing or shows signs of tampering, use another pump or go inside.
• Scan the pump for loose wires, ill-fitting components, pry marks on the panel edges or other suspicious-looking items.
• Visually inspect the pump for any damage to the card reader and key pad. Although most skimming devices are installed inside the terminal, some use overlays on the outside of the pump.
• Keypads should be flush with surrounding surfaces, and card readers should not look overly large for their recesses. Give the reader a quick jiggle to make sure it’s attached properly —bluetooth-enabled card readers can be adhered directly over the existing readers.
• Compare the card reader and key pad to those on adjacent pumps to make sure they look the same — do they have the same shape and amount of wear?

Security FAQ

Fraud and Abuse

What is ‘skimming’?

Skimming is when the information on a payment card is captured and used to create a counterfeit card (also known as “white plastic”). The counterfeit card is then used to make illegal purchases. Criminals can install skimming devices on the interior or exterior of fuel dispensers.

How does WEX define ‘fraud’ vs ‘abuse’? 

• Fraud is third-party criminal activity for financial gain; a customer had possession of their card and an unknown individual accessed their account.
• Abuse is when a customer’s employee or other authorized user uses the business card for unauthorized purchases. In this case, the customer should follow internal procedures for investigating and restitution.

What fraud protections do business cards provide?

• Card controls. Automatic limits can be set in advance to restrict which products can be purchased, in what quantities, and when.
• Pump shut-off. Cards can automatically stop fueling at the pump when a certain quantity or dollar limit has been reached.
• Analytics. Real-time and scheduled reports allow fleet managers to identify inappropriate purchases that would have otherwise slipped through the cracks.

Are instances of fraud increasing?

Fraud, specifically pay-at-the-pump card-skimming scams, has reached epidemic levels in the US. Task forces have been formed in the hotspot areas, including Texas and Florida. WEX is collaborating with these agencies to help build cases and ultimately execute arrest warrants.

Fraud Detection Systems

What systems does WEX use to detect fraud?

WEX leverages a fraud detection system based on neural models (machine learning). We also have a data analytics engine that provides instant feedback on which detection rules are most effective and which ones need to be changed or retired. Our fraud detection system looks at authorizations and transactions at the account, card and driver level to learn behavior and alert us to any deviations from prior purchasing behavior.

If fraud is suspected at a station, why won’t WEX share their name and address?

When cards are compromised, there are two things to consider:

• Where the card was skimmed. We DON’T release this info, because investigations are most likely underway. The stations are also victims in this situation — an unauthorized third party has broken into the pumps and installed a skimming device. In most cases, once the device is removed, there is no longer an issue.
• Where the compromised card was used. We DO release this info, so we can validate that the card in question was not actually at the station in question.

Additional Info

What else can I do to prevent fraud or abuse in my program?

• Password-protect all company electronics, including laptops, smartphones and tablets.
• Monitor reports including purchases that are too frequent, too expensive, or fall outside operation geography.
• Regularly audit card use to ensure that employees are complying with policy.
• Deactivate old cards with Driver or vehicle ID numbers no longer in use.

What are the telltale signs of business card abuse?

• The wrong card is used for a particular vehicle.
• One card is used to fuel multiple vehicles.
• Drivers are caught sharing Driver ID numbers.
• Former drivers keep using cards after termination or retirement.
• Fuel purchases exceed the tank capacity.
• Purchases occur well outside normal operating geography.
• The fuel purchased is the wrong grade for a given vehicle.
• Too many transactions occur in a given day or week, or outside normal business hours.

A business card (a fuel card for business) is a specific type of charge card designed for businesses that use vehicles and drivers on a regular basis.

A business card creates efficiency by eliminating paper receipts, reducing administrative time, tracking cost per mile and cost per gallon data for your vehicles, and preventing unauthorized spending.

Whether you have one vehicle or 1,000, business cards are designed to save your business time and money, day in and day out.

The Hidden Costs of Managing Drivers and Vehicles

With an industry average of four to five fill-ups per vehicle every week, these hidden costs can add up fast. Save time, money and most importantly — eliminate paper receipts with a business card.

Lose the Paper: Track and Report in Less Time

A huge advantage of business cards is that they electronically capture detailed purchase information. So detailed — telling you who bought what and for which vehicle — that you can eliminate paper receipts for drivers. And, if you choose, the data can sync directly with most accounting software, streamlining a crucial piece of work.

You can also quickly create reports that show fuel and maintenance costs by vehicle or driver, and by custom time periods, such as daily, monthly or quarterly, allowing you to efficiently manage your fuel budget.

In addition, exception reports can be run at any time, detailing purchases that fall outside of normal activity. You determine these exceptions, making the reports custom to your business. You also receive an email alert as soon as each unusual transaction clears. These reports keep you on top of fuel costs and save you from digging through piles of data to find out-of-the-ordinary expenses.

Business cards allow you to shift time away from administrative tasks and concentrate on the numbers that truly matter for your business.

Simplify Fuel Tax Exemptions

If your business is eligible for fuel tax exemptions, business cards make it easy to file. They capture exactly the type of detailed information — such as gallons purchased and fuel grade — you need to file for exemptions. Simply generate the report to include with your tax forms.

Don’t Waste Time On Detours

Universal cards powered by WEX, such as the Chevron and Texaco Business Access Card, are accepted at more than 95% of all fuel retailers nationwide, plus 45,000 additional service stations.

With virtually unlimited access to fuel stations along their normal routes, drivers rarely — if ever — need a detour to find fuel.

Save Time and Money With a Business Card

Everyone could use some extra time for the important things — like running your business. When you sign up for a Chevron and Texaco Business Access Card, you get a total fuel expense management program that’s easy to track and control and gives your schedule a little breathing room.

You trust your drivers and they work hard for your business, but some months your fuel costs seem high and you’re not sure why. Maybe it’s difficult to analyze which vehicles cost your business the most. Or perhaps you have frequent driver turnover and corporate credit cards disappear with previous employees.

The cost of fuel, managing a fuel and vehicle budget, and dealing with employees are all common challenges. Business cards are designed to help.

How Business Cards Help Your Bottom Line

With a business card, automatic purchase controls limit the purchases drivers can make. You determine these controls and decide what works best for your business. For instance, you could allow drivers to purchase fuel and fluids — such as coolant or oil — at a fuel station, but not candy or cigarettes. Or limit fuel purchases by dollar amount, number of gallons, day of the week and many others.

These controls are possible because business cards run on an exclusive, custom-designed payment network. Because it’s custom, the cards work only at fuel and service stations. You pre-determine the types of products drivers can buy and detailed purchase data is automatically captured and sent to you — including who bought what and for which vehicle. You no longer need paper receipts from drivers.

Business cards also require two-part authorization, which means drivers must enter a Driver ID number and a current odometer reading before every purchase. If a card is lost or stolen, it can’t be used without entering a Driver ID number. And if a driver is no longer an employee, simply deactivate their Driver ID number and they instantly lose access to all business cards.

Alternative Fuel Payment Options: What Do They Offer?

Your fuel and vehicle budget is key to your business; it’s important to review all options when choosing the best payment method.

Credit and debit cards use generic payment networks that process data for dozens of different brands. They can’t offer much control over purchases before they are made, and you receive only general information about purchases after they are made — such as where and when a driver paid. You still need paper receipts from drivers to track costs.

Reimbursement is popular for its simplicity: drivers pay for fuel and are reimbursed when they turn in paper receipts. However, this means you lose the opportunity to gather crucial data about your vehicles, including odometer readings and items purchased. This method also relies heavily on a paper trail, and requires additional administrative time.

Protect Your Company With a Business Card

Payment methods differ significantly in the kind of purchase detail they provide, their ability to help you track costs, and the fraud protection they offer. Choosing the right payment option can help your business succeed.

By using automatic controls and two-part authorization, business cards are designed to protect your business on multiple levels. They also allow you to track and analyze vehicle and driver activity in real-time, keeping your business — and budget — as efficient as possible.