Fuel card fraud is a commonly discussed topic for fleet managers. That’s because companies face myriad internal and external threats when it comes to fraud. From third-party credit card skimmers to drivers fueling their spouse’s personal car, fleet managers must remain vigilant in order to prevent substantive losses.
A number of technical solutions like WEX’s Clearview Analytics & Reporting and Telematics & GPS Fleet Tracking aid fleet managers with internal and external fraud prevention. With a careful rollout, fleet managers can avoid alienating drivers with these technologies. When the technology is used punitively, drivers can become fearful of making mistakes, and loyal employees can feel defensive. Used in a thoughtful manner and with accompanying communication, technology can help build trust and empower drivers to become allies in the fight against fuel card fraud. Here are a few ways fleet managers can team up with drivers and use technology to prevent fuel card fraud.
Tip #1: Assume the best of your drivers
Probably the best advice we can give to fleet managers is to assume the best of your drivers. Mistakes happen. Use analytics and reporting to uncover spending anomalies at the pump, but don’t jump to conclusions that an anomaly means willful fraud. The overcharge could have a simple explanation. The easiest way to maintain a driver’s trust is assuming the best of them and avoiding making false accusations.
Tip #2: Empower drivers with “insider” knowledge
Knowledge is empowering, and shared knowledge can create an empowered team. Therefore, fleet managers should educate drivers on how fuel card fraud hurts every company stakeholder and even the industry at-large. Fleet managers should also explain the basics of fuel card analytics and reporting, including which metrics are being captured and why. If telematics and GPS tracking are in use, explain the reasoning behind their use as well. Fleet managers need to keep drivers on their side to successfully combat fuel card fraud. Insider knowledge provides drivers with a sense of ownership and responsibility. An empowered team can be the fleet manager’s most powerful ally in the fight against fuel card fraud.
Tip #3: Train drivers on identifying fraud
If properly trained, drivers can help to spot and avoid fraudulent activities like fuel card skimmers. Here are some of the most common types of fuel card fraud that drivers should know about.
Common Types of Fuel Card Fraud:
- Skimming (external): a third-party alters a pump’s card reader with a device that is capable of illegally obtaining credit card and pin info.
- Stolen card or data (external): a fuel card or fuel card data is illegally obtained and exploited by a third party.
- Siphoning (external or internal): an employee or non-employee uses a hose or siphoning device to remove fuel from a company asset and placing it in a non-company vehicle or container.
- Misuse (internal): an employee uses a company fuel card to purchase fuel for a non-company asset.
- Slippage (internal): an employee uses a company fuel card to purchase non-fuel related items like snacks or souvenirs.
- Overfilling (internal): a fleet driver fills a side container after fueling fleet vehicle.
In order to remain one step ahead of criminals, fleet managers must work together with their drivers to prevent fuel card fraud.
If you suspect internal fuel card fraud is occurring in your organization, please see our blog on Tips for Enforcing Proper Fuel Card Usage and Preventing Employee Theft.
Fraud is on the rise: prepare your employees for how to prevent fraud
Fraudulent attacks, especially cyber-attacks, are on the rise and remain a prevalent threat to businesses and individuals. It’s more critical than ever that you review your data security practices. One common trend is for fraudsters to contact you posing as company employees to obtain your account and card information. The following best practices can be used to ensure the security of your account:
- Be skeptical of calls and emails - contact customer support if you are unsure of the validity of a call or email
- Limit the information you share - never give out passwords or security tokens over the
phone or through email - Never click on links or attachments from an unfamiliar source - always hover over the sender address prior to clicking to aid in confirming the legitimacy of the sender
- Keep your anti-virus software and firewall protection up to date
Remain diligent, review your transactions regularly, and if you receive a questionable phone call or email, hang up and call the number on the back of your card before divulging any account information.
Your business is important to us and we remain dedicated to providing the protection and/customer service you deserve.
All fleet cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX’s fleet card comparison chart to see which fleet fuel card is right for you.
Editorial note: This article was originally published on October 31, 2019, and has been updated for this publication.
Sources:
Fleet financials
Utility Fleet Professional
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