Fleet cards are specifically designed for businesses that have a fleet of vehicles. The main purpose of a fleet fuel card is to make fuel purchases. However, if you’re looking to manage other expenses as well, fleet fuel cards can come in handy. Keep reading to learn more about other ways to use a fleet card.
What Does a Fuel Card Do?
A fuel card is a specialized business card that is used to purchase gasoline and diesel fuel. Employees can swipe their fleet fuel card at the pump to purchase fuel.
The fuel card is attached to a business account or fleet management system. As authorized users begin to use the card, transaction details such as the date, time, location, and amount of fuel purchased are recorded for analysis and reporting purposes.
Drivers can use fuel cards to pay for vehicle maintenance and other expenses authorized by the owner-operator.
Fuel cards offer many benefits to fleet owners, including the ability to track billing, expenses, payments, and other data. The cards also often offer discounts at certain gas stations, which can save the business money on gas. Users can also qualify for additional discounts and rewards at participating businesses, such as restaurants, shops, and supermarkets.
5 Other Ways To Use a Fleet Fuel Card
Not all fuel cards can be used in this way, but some options may include:
Fleet Maintenance
Maintaining regular fleet maintenance is crucial, and specific fleet fuel cards provide coverage for designated maintenance locations and roadside assistance. Certain providers of fleet fuel cards offer the flexibility for fleet managers to set different purchase restrictions per card, such as transactions for both fuel and maintenance or fuel-only transactions.
Managers have the option to set up a fuel credit card that covers expenses related to preventative maintenance, oil changes, parts, and repairs. These expenses are directly charged to the company account, simplifying the payment process and ensuring efficient management of fleet maintenance costs.
Convenience Stores
Fleet managers and owners can authorize their employee fleet fuel cards to be used at any national or local gas station in the United States to purchase fuel and other services. Business owners can choose which transactions to approve when registering for fleet fuel cards.
While some fleet credit cards can only be used for fuel and maintenance, others allow cardholders to make purchases at gas station convenience stores. This benefit includes trucking-related expenses such as lubricants and engine oils, drinks, or snacks.
Truck Washes
Fuel cards are a convenient means of payment because most drivers use them mid-journey. Drivers don’t have to be concerned about having a way to cover truck-related costs, such as truck washes, with their own money or pocket cash. Because of this, drivers can keep up with truck maintenance and cleaning.
The transaction will be directly recorded on the business account, making it clear who used the card, when, for what, and how much.
Tolls
Road tax programs are implemented in almost all U.S. states, offering different payment options. With a customized fuel card, drivers have the ability to pay for tolls. Fleet managers can authorize specific driver cards to cover toll fees along their routes. These toll charges are then consolidated into a single business invoice, helping owners-operators efficiently manage costs.
Certain fleet fuel card providers also offer guidance on the necessary registration processes required by toll operators, ensuring compliance and smooth operations.
Other Authorized Purchases
Fuel cards can generally be divided into three categories: universal cards, fleet cards intended for use with commercial vehicles, and branded cards issued by certain fuel companies. Each type of fleet card has various benefits, and one does not necessarily have an advantage over the other. Select the one that best suit your business needs, size, and structure.
All fuel cards permit flexibility for other purchases in addition to fuel. Fleet and universal cards frequently provide all-country coverage and more flexibility and are accepted at a wide range of gas stations.
Maximize the Use of Fleet Fuel Cards
When trucking companies don’t provide fuel cards to their employees, more responsibility is placed on their drivers to front the cost of fuel. They manual process of needing to keep receipts and wait for reimbursement on driver paychecks can be completely eliminated.
Fleet fuel cards eliminate burden on drivers by allowing them to make fuel purchases directly using the cards. The transactions are recorded, and fleet managers can conveniently access the fuel card account online to download accurate, real-time reports and track activity.
You can save money using fleet fuel cards, as some card issuers offer fuel discounts. Streamlining fuel data and other related expenses will reduce administrative work and increase fleet efficiency.
FAQ
Yes. Certain fleet cards can be pre-loaded with money. Drivers can receive cash at participating truck stops without paying a fee if they require a cash advance for any reason.
You can use a Fleetcor card at Walmart. All Walmart stores and Sam’s Club fueling facilities accept Fleetcor cards.
Fleet cards are primarily used for fuel purchases. Employees cannot use the fleet card to buy drinks or meals unless the owner-operator authorizes such transactions.
